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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. 6995!

FORMS
TRAINING
403(b) Plan-MidAmerica 2018 Payroll Training   
457(b) Plan-MidAmerica  2018 Business Office Training   
Additional Staff Parking Permit   2019-20 Fiscal Year-End Closing Plan
Agreement / Contract Template (2018)  
Automatic Deposit Authorization    
Benefits Calculator  NEW Grant Roles & Responsibilities Training
Budget Augmentation  (for new grants)  
Budget Revision (Transfer)  
INSTRUCTIONS / GUIDELINES
CalPERS 457 Participant Change Authorization 5 W's (for Check Requests and Purchase Requisitions)
Check Request Check Request vs. Purchase Requisition
COI Disclosure  Earn Types-Quick Reference (payroll entry)
Compensatory Time Off (CTO)  Key Request Process NEW
Credit Card Payment Request Mid-year Budget Review Guidelines and Instructions
DE-4 State Withholding Mid-year Budget Review Templates:
         Division Summary  /  Shadow System
Expenditure Transfer Request   Mileage Reimbursement Instructions
HCGCF Hartnell Grant Concept form (.pdf) New Vendor Set-Up Guidelines
HCGCF Hartnell Grant Concept form (Word) Petty Cash Fund Guidelines
Honorarium   Signature Guidelines for Requests
  Steps for GLBR - Budget Detail Report  
  Steps for GLBS - Budget Summary Report  
I-9  (2017)   Steps for Processing Tracking Sheets & Contracts
Mileage Reimbursement  (2020)  NEW Student Sponsorship Guidelines
Non-Service Stipend Contract Agreement   Travel Information & Guidelines  
Petty Cash Reimbursement Online Travel Training Video  NEW
Request for Pay History   Traveler Data Profile  
Request for Reissue of Wage and Tax Statement                                                                                
Request for Time Off   USEFUL DOCUMENTS
Sole Source Justification  (2018) Payroll Calendar 2017-18
Third Party Direct Billing Authorization Bidding Procedures Matrix
Third Party Sponsorship Agreement   Chart of Accounts
Timesheet - Academic 2019-2020 HR & Payroll Processing Schedule  
Timesheet - Employee Absence & Overtime Report   Business Office Training Power Point Presentation
Timesheet - Student, Workstudy, Classified  
Tracking Sheet Template  (Jan 2020)    
Travel Authorization  (2020)  NEW  
Vendor Information Form  (2020)  
W-4 Federal Tax Withholding  (2018)  

W-9 

 
W-9S (STUDENTS ONLY)