Forms and Training

Looking for a specific form?  All Administrative Services/Business Office forms are listed alphabetically, below.  

IMPORTANT INFORMATION:   If you experience trouble when downloading and/or saving a form, please create a folder on your desktop (or elsewhere) where you can save the document.  Please then choose the form you need from the list below, download it to the folder you created, fill it out, rename it, and save.  Please contact the Business Office at ext. 6995 if you require further assistance.

Do you need help completing a form or would you like a refresher on how to accomplish a task such as checking your budget? Administrative Services training materials and instructions are also located below.  

Still unable to find what you need?  Please call us at ext. 6800!

FORMS	TRAINING
403(b) Plan-MidAmerica
457(b) Plan-MidAmerica	2024 Year-End Closing Training - Slides / Recording
Additional Staff Parking Permit	2016 Grant Roles & Responsibilities Training
Agreement / Contract Template (2023)	2018 Payroll Training
Automatic Deposit Authorization	2021 Business Office Training
Benefits Calculator (2026) NEW	2025 Fiscal Year-End Closing Plan
Professional Services Agreement (Independent Contractors)	2021 Grant & Budget Management Training - Slides / Zoom Link
Board Agenda Template	2021 Purchasing Training - Slides / Zoom Link
Budget Augmentation  (for new grants)	2022 Expenditure Transfers & Budget Revisions/Transfers - Slides/Zoom Link
Budget Revision (Transfer)	2022 Colleague Budget Reports - Slides/Zoom Link
CalPERS 457 Participant Change Authorization	2022 Payroll Training - Slides/Zoom Link
Check Request (or Credit Card Request) Form	2022 Pre-Soft Close Training - Slides/Zoom Link
COI Disclosure	2022 Closing Out Grants & Fiscal Year Final Reporting- Slides/Zoom Link
Concur Data Form
Compensatory Time Off (CTO)	Business Office Training Power Point Presentation
DE-4 State Withholding	2022-23 Business Office New Year Training
Expenditure Transfer Request	BUSINESS OFFICE PROCESSES
HCGCF Hartnell Grant Concept form (.pdf)	AdobeSign Signature Process
	Bidding Procedures Matrix
I-9  (2017)	Key Request Process
2025 Mileage Reimbursement	Purchasing  Matrix- Check Request vs. Purchase Order
MOUs MOU General Template MOU for Internship or Job Placement Learning Site  MOU for Nursing  MOU for Social and Behavioral Science Education Learning Site
Non-Service Stipend Contract Agreement
Petty Cash Reimbursement	INSTRUCTIONS / GUIDELINES
Purchase Requisition Form (2023) - Electronic	5 W's (for Check Requests & Purchase Requisitions) NEW
Request for Pay History	2025 Travel Training Slideshow Only
Request for Reissue of Wage and Tax Statement	Earn Types-Quick Reference (payroll entry)
Request for Time Off	Mid-year Budget Review Guidelines and Instructions
Sole Source Justification  (2018)	Mid-year Budget Review Templates:          Division Summary  /  Shadow System
Third Party Direct Billing Authorization	Mileage Reimbursement Instructions
Third Party Sponsorship Agreement	Petty Cash Fund Guidelines
Timesheet - Academic
Timesheet - Employee Absence & Overtime Report	Steps for GLBR - Budget Detail Report
Timesheet - Student, Workstudy, Classified	Steps for GLBS - Budget Summary Report
Tracking Sheet Template  (2025)	Steps for Processing Tracking Sheets & Contracts
2025 Travel Expense Claim Form
2025 Travel Authorization	Student Sponsorship Guidelines
Vendor Information Form  (2024)	Travel Information & Guidelines (2023)
W-4 Federal Tax Withholding (2022)	Traveler Data Profile
W-9	ESM Solutions - how to submit requisitions for catalog items
W-9S (STUDENTS ONLY)	ESM Solutions - how to submit requisitions for non-catalog items
	USEFUL DOCUMENTS
	2021-2022 HR & Payroll Processing Schedule
	2021-2022 Payroll Calendar
	Budget Officer ID Refernece Sheet
	Chart of Accounts
	Check Request vs. Purchase Requisition
	Colleague Report Acronyms
	Object Codes Reference Sheet