Forms

Award Support Forms

Award Meeting Kick-Off Checklist

Cost Center Request (Internal Post-Award) 

New Cost Center Request Form

Budget Amendment Request 

Cost Transfer Request

Cost Share Commitment Form (Pre-Award)

Travel Forms

Request a student participant stipend (non-service) form

Authorization for the Purchase of Gift Cards/Gift Certificates 

Effort Reporting

Effort Certification Form

Non-Teaching Contracts

Full-time Faculty Non-Teaching Contact Request

Adjunct Faculty Non-Standard Contract Request Form - Submitted to Solman Ahmed, Managing Assistant Director in the Provost's Office

Note: Use Object Code 5113 (adjunct) on the form

Onboarding Student Researchers

Internal & External Grant-Funded Student Hiring form

Note: When hiring graduate students for research ALL of the following forms must be submitted to HR - Makenzie Carty cartyma@kean.edu 

• Candidate's resume
• Candidate's application
• Academic Specialist job description (Created by PI)
• Rationale Academic Specialist (Created by PI)
• Academic Specialist Contract
• Authorization to Hire Form

Procurement New Vendor Form

W-9 Form and Vendor Bid Forms

Reimbursement Voucher form

To receive reimbursement for a personal credit card purchase, you must obtain prior approval from both the ORSP VP and CFO, Stephany Villalta, at svillalt@exchange.kean.edu.

Steps to Process Your Reimbursement:

1. Payment:

   • After receiving approval, use your credit card to purchase as usual.
   • Keep the receipt from the transaction to attach in ESM.

2. Vendor Setup (if you are not already a vendor in ESM):

   • Complete a W-9 form with your information.
   • Email the completed W-9 form to Patricia A. Bontempo at pbontemp@kean.edu to request vendor setup in ESM.
   • Include your contact information (email and phone number) in the email.
   • Allow 24 hours for the vendor setup to be processed.

3. Reimbursement Voucher:

   • Complete a reimbursement voucher form.
   • Email the completed voucher to CFO Stephany Villalta at svillalt@exchange.kean.edu for approval.

4. ESM Final Submission:

   • The departmental administrative assistant will complete the final submission in ESM.
   • Ensure the submission includes:
     • CFO approval.
     • Receipt(s).