Forms

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.

For more administrative forms, see Administration and Finance 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 Forms and Documents

To search the Forms and Sample Letters please press CTRL+F to open the search feature.
Tool/Document Topic Description Special Processing instructions
Alternative Work Arrangement (AWA) Form Employment For supervisors and employees to use to document Alternative Work Arrangements.
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.

Email to: teamhrs@nmsu.edu

Encrypted password protected/encrypted (password sent separately).
Complete form with the DOB and SSN blank. The Background Check Form has been updated with an Aggie ID field. We only need the Aggie ID, please do not email forms with the SSN or DOB entered

Ink signature required
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.

Mail to NMERB

(suggest employee follow up to confirm receipt 866-691-2345)
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 Fax to 575-646-2806*; or email benefits@nmsu.edu
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 PageUp.
Employee Separation Checklist Employment Checklist to assist departments/supervisors in the separation process of an employee.
Request for Employment Verification Employment Form used to verify the employment status, usually by a third party.
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.
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. 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)
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. Fax to 575-646-2806*
or
Submit the complete form via email to hrhelp@nmsu.edu (encrypted/password protected)
or
Mail to HRS
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 (PageUp).
Onboarding Checklist- Temp Staff Employment A departmental guide to onboarding new temporary employees and orienting them to NMSU.

Electronic Personnel Security Access Form

 Employment For departments to request access to the Talent Acquisition System for employees.

Personnel Action Form (PAF)

Submit PAF Here

 Employment For departments to make changes to employee records or job information.
Submit PAF Here

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. benefits@nmsu.edu or mail to HRS
Salary Reduction Agreement 457(b) Benefits For employees to begin, change, or stop salary deductions for 457(b), a voluntary retirement plan. benefits@nmsu.edu or mail to HRS
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 (Coming in July) 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.
Electronic I-9 System Access Request Employment For departments to request access to the Electronic I-9 System for employees
Electronic W-4 Detailed Instructions Employment To access detailed instructions for completing the Federal W-4 electronically (must use NMSU credentials).
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
Tuition Remission Benefit Authorization Form - NMSU Global students only Benefits For NMSU Global students only, form is used to request and process the tuition waiver benefit.
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- Temporary (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 Temporary (sample) Employment A sample letter for department use when offering a temp seasonal staff position.
Letter of offer: Staff- Temporary (sample) Employment A sample letter for department use when offering a temporary staff position.
Letter of offer: Staff- Temporary w/ Transcript Contingency (sample) Employment A sample letter for department use when offering a temporary staff position when transcripts are needed.
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.
Hardship Differential Template Employment A template for departments to use when offering a temporary hardship differential.

*Please note, 575-646-2806 is indeed a secure fax line.

Address Information for NMSU HRS and NMERB
HRS Address NMERB Address
NMSU HRS New Mexico Educational Retirement Board
PO Box 30001 MSC 3HRS PO Box 26129
Las Cruces, NM 88003-8001 Santa Fe, NM 87502-0129