Note regarding fillable PDF documents
This page contains some fillable PDF documents. Not all PDF viewers, particularly those embedded within browsers, are able to save data that is inputted into the fillable form fields. For best results, we recommend using Adobe Acrobat Reader when completing fillable forms.
The following lists many of the common forms that are submitted to HRS. Many of the forms may be signed electronically and may be sent via fax or email however some require ink signatures and some forms require originals be submitted. Electronic signatures may consist of PDF signed or typed signature received through your official NMSU email account.
HR Form Submission Options
| Form | Accepted Electronically | Electronic Signature Accepted | Special Processing instructions |
| New Employee Data Form (Aggie ID Creation)
(Employment) |
No | n/a | Fax to 575-646-2806* or Submit the form without the SSN entered and Aggie ID entered on the form. or Submit the complete form via email at teamhrs@nmsu.edu (encrypted/password protected) |
| Background Checks | No | No | Fax to 575-646-2806* or Submit the form without the SSN entered and Aggie ID entered on the form. or Submit the complete form via email at teamhrs@nmsu.edu (encrypted/password protected) |
| Personnel Action Form (PAF) | Yes | Yes | Email teamhrs@nmsu.edu |
| Name Change | No | n/a | Fax to 575-646-2806* |
| Resume/Transcripts | Yes | n/a | Email teamhrs@nmsu.edu |
| NMERB Form 42 (Beneficiary Designation) | No | No, original ink signature required | Mail to NMERB
(suggest employee follow up to confirm receipt 866-691-2345) |
| NMERB Employee Data Form
(Benefits) |
Yes | Ink signature required | Fax to 575-646-2806* or Submit the complete form via email to hrhelp@nmsu.edu (encrypted/password protected) or Mail to HRS |
| Benefit Enrollment/Waiver (Including Critical Illness, Flexible Spending, etc.) | Yes | No, ink signature required | Fax to 575-646-2806*; mail to HRS; or email benefits@nmsu.edu |
| Beneficiary Designation Form (life insurance) | Yes | No, ink signature required | Fax to 575-646-2806*; mail to HRS; or email benefits@nmsu.edu |
| Salary Reduction Agreements (403b and 457 plans) | Yes | No, ink signature required | benefits@nmsu.edu or mail to HRS |
*Please note, 575-646-2806 is indeed a secure fax line.
| HRS Address:
NMSU HRS PO Box 30001 MSC 3HRS Las Cruces, NM 88003-8001 |
NMERB Address:
New Mexico Educational Retirement Board PO Box 26129 Santa Fe, NM 87502-0129 |
HR Forms and Documents
| Tool/Document | Description | |
|---|---|---|
| Telework Checklist | Employment | For supervisors and employees to use to document Telework Agreements. |
| Additional Info for Nonexempt Staffing | Employment | Union compliant form for department to provide additional info on newly posted positions. |
| Applicant Screening Record | Employment | Employer summary of applicant interview for federal reporting. |
| Background Check Release Form | Employment | Authorization for department to obtain background info on a final candidate. |
| Beneficiary Designation Form Dearborn National | Benefits | Retiree designation of person/s who will receive benefits in the event of insured’s death. |
| NMERB Beneficiary Designation Form | Benefits | Employee designation of who will receive benefits in the event of employee’s death. |
| NMERB Beneficiary Designation Form with DocuSign | Benefits | Electronic signature enabled form for employee designation of who will receive benefits in the event of employee’s death. |
| Benefit Enrollment/Waiver | Benefits | For employees, new or with a qualifying event, to enroll or waive medical, dental, vision, life, and disability insurances. For Annual Open Enrollment, please see the Annual Enrollment site |
| Candidate Release Form | Employment | For hiring department to obtain additional info on candidate’s qualifications. |
| Conflict of Interest | Employee Relations | For employees to report actual or perceived conflicts of interest or commitment annually (Sept. when initiated by HRS), upon hire or when conflict arises. |
| Department Personnel File Checklist | Employment | For managers to evaluate and record the types of documentation that are kept in the department personnel file. |
| Departmental Recruitment Checklist Exempt & Nonexempt | Employment | Assists departments with the posting and hiring processes for staff positions. |
| Departmental Recruitment Checklist Faculty | Employment | Assists departments with the posting and hiring processes for faculty positions. |
| Disciplinary Action Checklist | Employee Relations | Departmental checklist to aid supervisors with the disciplinary process. |
| Domestic Partnership Affidavit | Benefits | For employees to declare domestic partnership to provide partner with benefits. |
| Domestic Partnership Termination Form | Benefits | For employees to terminate domestic partnership status to cease benefits for partner. |
| Electronic Personnel Security Request Form | Employment | For department to request/cancel user security authority to process hires in PeopleAdmin. |
| Employee Separation Checklist | Employment | Checklist to assist departments/supervisors in the separation process of an employee. |
| Evaluation Forms: Exempt and Nonexempt Staff | Employee Relations | Click link to go to webpage to determine appropriate evaluation process for your unit. |
| Evaluation/Performance Tools and Forms | Employee Relations | For departments to establish goals for new employees who do not yet have a performance evaluation form. |
| Export Control Certification Questionnaire | Employment | To be completed by hiring authority for department sponsoring a non-immigrant visa applicant. |
| Faculty Leave Request Form | Benefits | May be used when tenured/non-tenured regular faculties are requesting a leave of absence. Some colleges have their own form. Please consult with the College Dean’s office prior to completion/submission. |
| Faculty Position Request Form | Compensation | For departments to request a new faculty position or make changes to an existing vacant position. |
| Flexible Spending Account Forms & Information | Benefits | For employees to authorize direct deposit to their FSA or HRA. |
| FMLA Request Form | Benefits | To request leave covered under the Family and Medical Leave Act. |
| FTE Change Acknowledgement | Employment | Form for departments to have completed by the employee to acknowledge FTE Change. Must be attached to FTE Change PAFs for regular positions. |
| Grievance Response Form (AFSCME) | Employee Relations | For departments to respond to union filed grievances. |
| In-Range Adjustment Request | Compensation | For departments to request to establish equitable salary relationships for exempt staff/filled unrestricted positions. |
| Instruction & Info Sheet | ||
| Insurance Premium Withdrawal Authorization | Benefits | For retirees to authorize an automatic withdrawal of their insurance premiums. |
| Invitation to Self Identify (Voluntary) | Employment | For new employees to voluntarily self-identify their age, gender, ethnicity, veteran status, and disability for federal data reporting purposes. |
| Labor Redistribution Form (LRF) – DEPT USE ONLY | Finance | For departments to redistribute labor expenses. |
| Labor Redistribution Form (LRF) – ELECTRONIC | Finance | For departments to electronically submit changes to redistribute labor expenses using MyNMSU. Requires approved access and training course. |
| New Employee Data Form | Employment | For departments to request the creation of a new employee record for candidates who don’t have an Aggie ID or have an Aggie ID but have never held a job within the NMSU system. |
| NMERB Employee Data Form | Benefits | For new hires/rehires/status changes/rehired retirees and return to work retirees to designate NMERB status. This form is required by NMERB. |
| Nonexempt Job Vacancy Selection Announcement | Employment | Required union form for departments to announce the selected applicant for a vacant position. |
| Onboarding Checklist- Regular Staff | Employment | Onboarding for new regular employees takes place via NMSU’s electronic hiring system (PeopleAdmin). To read more about it see http://hr.nmsu.edu/onboarding-guide/ |
| Onboarding Checklist- Temp Staff | Employment | A departmental guide to onboarding new temporary employees and orienting them to NMSU. |
| Personnel Action Form (PAF) | Employment | For departments to make changes to employee records or job information. |
| Personnel Action Form (PAF) Instructions | Employment | Instructions for completing the PAF |
| Personnel File Review Request Form | Employment | For employee to request a time to review his/her official personnel file. |
| Post Job Completion-Late Hire Form | Employment | For departments to conduct a hire after the work period ended. These are for jobs that failed to be processed using the standard procedure. |
| Retiree Medical or Life Discontinuance Form | Benefits | For retirees to cancel coverage for themselves or dependents. |
| Retiree Tuition Remission Benefit Authorization | Benefits | For retirees to request tuition remission for NMSU courses. |
| Salary Reduction Agreement 403(b) | Benefits | For employees to begin, change, or stop salary deductions for 403(b), a voluntary retirement plan. |
| Salary Reduction Agreement 457(b) | Benefits | For employees to begin, change, or stop salary deductions for 457(b), a voluntary retirement plan. |
| Search Committee Orientation Request Form | Employment | For departments to request an orientation of the Search Committee process. |
| Sensitive Duties Checklist | Employment | For departments to determine if a position requires a background check. |
| Sick Leave Bank Enrollment Form | Benefits | For employees to enroll in the Sick Leave Bank. |
| Sick Leave Bank Withdrawal Request | Benefits | For employees to request withdrawal from Sick Leave Bank. |
| Faculty Term Position Request Form | Employment | For departments to request creation of a Term Position. Term positions are non-regular, benefit eligible appointments. |
| Timesheet Nonexempt-Regular – Admin & Finance Forms Page | Payroll | For nonexempt employees to correct time submitted or submit time if no electronic timesheet is available. |
| Withholding Allowance Certificate – – Admin & Finance Forms Page | Payroll | For employees to change NM State tax withholding filing status. |
| Electronic I-9 System Access Request | Employment | For departments to request access to the Electronic I-9 System for employees |
| Temporary Telework Agreement Form | Employment | Form used for both the supervisor and the employee to have a clear, shared understanding of the employee telework arrangement during emergencies |
| SAMPLE LETTERS/DOCUMENTS | ||
| Retention Notification Template | Employment | A sample letter for department use when offering a retention increase. |
| Electronic I-9 Location List | Employment | List of Electronic I-9 locations to be used on Offer Letter |
| Sample Email with Electronic I-9 Link | Employment | Email template with Electronic I-9 link. |
| Letters of offer: Faculty- Reg (samples) | Employment | Sample letters for departments when offering a position to a selected candidate. |
| Letter of offer: Faculty- Temp (sample) | Employment | Sample letter for department use when offering a temp faculty position. |
| Letter of offer: Faculty- Term (sample) | Employment | Sample letter for department use when offering a term faculty position. |
| Letter of offer: Grad Assistant (sample) | Employment | A sample letter for department use when offering a graduate assistant position. |
| Letter of offer: Postdoc w/ contingency (sample) | Employment | A sample letter for department use when offering a postdoctoral position w/ contingency. |
| Letter of offer: Staff- Reg (sample) | Employment | A sample letter for department use when offering a staff position. |
| Letter of offer: Staff- Reg w/ contingency (sample) | Employment | A sample letter for department use when offering a staff position w/ contingency. |
| Letter of offer: Staff- Seasonal Temp (sample) | Employment | A sample letter for department use when offering a temp seasonal staff position. |
| Letter of offer: Staff- Temp (sample) | Employment | A sample letter for department use when offering a temporary staff position. |
| Letter of offer: Staff- Term (sample) | Employment | A sample letter for department use when offering a term staff position. |
| Letter of Offer: Student (sample) | Employment | |
| Letter: Notification of Transfer Staff-Contingency (sample) | Employment | A sample letter for department use when notifying an employee of a transfer. Includes language for funding contingency. |
| Letter: Position Filled (sample) | Employment | A sample letter for departments to notify other applicants when a position is filled. |
| Letter: Posting Closed (sample) | Employment | A sample letter for departments to notify that a posting is closed. |
| Interim/Acting Differential (sample) | Employment | Sample letter for department use when requesting a differential |
| Managers Guide to Qualifying Applicants | Employment | Guide to qualifying applicants |
| FLSA Travel Guidelines | Employment | Guide to determining FLSA travel pay requirements. |