Forms

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Accounts Payable

• Supplier Invoice Template
• Certification of Receipt of Services
• External Committee Member Expense Form
  Expenses for non workers (students, external candidates, or other non-worker) can now be reimbursed using the External Committee Member Expense Form . This process allows a non-worker to be reimbursed for expenses that they have incurred. Please provide the completed form to travel@montclair.edu as this will allow Accounts Payable to enter the student, external candidates or other non-worker information into the Workday system and to process the reimbursement.
• Travel Card Program

• I-94 Travel Records for US Visitors

Retrieve or request new I-94 admissions record for international payee visiting the United States.
Please provide the following information:

1. Date of entry to U.S. and departure (I-94 form)
2. W-8BEN form (should contain foreign address, Tax ID)
3. Copy of passport
4. Visa type
5. Days visited in the U.S. in the past 3 years
6. Country of residence
7. Country where the individual is taxed
8. Wire Transfer form (should contain bank information, address, vendor name and ID, payment amount, description) * Requires department manager signature
9. Any additional documentation (invoices, receipts, letter of invitation, etc.)

Note – If the student is an employee of the university (student worker), you must process the spend authorization and expense report on behalf of the student worker the same way you do all employees. Also if the individual is a foreign national, please do not use this form instead please follow the instructions for I-94 Travel Records for US Visitors.

Contact Accounts Payable when the above documents are available for processing.

General Accounting

• Notification of Incoming Funds

The incoming funds form has been updated. Please complete the form when payments are expected to be received electronically via wire or ACH. Please remit form and any inquiries on expected or application of payments to the cashmgmnt@montclair.edu inbox.‌

• Invoice Request Form for Contracted Services

Used for non-student accounts receivable.

• W-9 Form – To obtain a signed W-9 form, please email either contep@montclair.edu or steuberj@montclair.edu
• ST-4 Form – To obtain a signed ST-4 form, please email either contep@montclair.edu or steuberj@montclair.edu

Cash Management

• Wire Transfer Form
• Cash Receipt Transmittal Form

Grant Accounting

• Cost Transfer Explanation Form
• Participant Incentive Documentation Form
• Subject Incentive Payment Receipt
• Human Subject or Participant Voucher

Alcohol Forms

• Request for Alcoholic Beverages on Licensed University Premises

Request for alcohol service in University Licensed Premises, i.e. the University Hall Conference Center and Courtyard, certain areas within the Student Center, the Alexander Kasser Arts Complex, Sprague Field, and the Softball Stadium.

• Sale of Alcoholic Beverages on Non-Licensed University Premises

To Apply for a Division of Alcoholic Beverage Control Social Affair Permit, required for the sale of alcoholic beverages on Non-Licensed University Premises, all premises not covered by the Special Annual Concessionaire Permit held by the University’s dining services contractor.

• Non-Sale Service of Alcoholic Beverages at University Events

For requests to serve alcohol at University Events.
Description coming soon.

Risk Management Forms

• Property Damage or Personal Injury Claim

Tort claims must be filed using the digital claim portal found at the above link. This includes claims for bodily injury and property damage, including damage to personal vehicles involved in automobile incidents or accidents.

• Auto Accident Form RM1

Montclair State University Employees Only: Paper RM1 forms are no longer accepted. The digital RM1 must be completed online by University employees involved in any type of incident or accident while operating a pool or assigned University vehicle, a rental vehicle, a vehicle on loan to or authorized for use by the University from another government or private entity, or when employees are using their personal automobile for official University business.

• Driver Authorization RM-100

Montclair State University Employees Only: To obtain MVC Driver Abstract in order to drive Montclair State/State-owned vehicles.

Workday Security

• ‌Workday Security Role Request Form (DOC)

This is used to request a change in an employee’s security role in Workday. Please contact Human Resources if you have questions regarding temporary employees.