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Forms

Travel Forms

Itemized Schedule of Travel Expenses (ISTE)

This form is prepared by the traveler returning from State travel within 5 business days to recover expenditures paid by the travel. Please review the ISTE instructions and make sure everything is accurate and complete, then submit the completed ISTE form with all itemized receipts in order by expenditure incurred combined in 1 pdf document and send to PRC.invoices@state.nm.us

PRC Travel and Training Form

This Travel and Training form may be used for Lodging and flight costs to be paid by the PRC on behalf of an employee on state travel. Please submit the completed form to Renada Peery-Galon for budget approval.

Mileage Rate Calendar Year 2021

This form shows that PRC travelers are allowed to recover 46 cents per mile in Calendar Year 21 in the per diem column on the ISTE form.+

Purchasing/Procurement Forms

State of New Mexico Substitute W9 Form

This form is used when your proposed supplier/vendor for a good service is NOT active on the State’s Vendor List. Please have your supplier/vendor complete this form, verify it for accuracy and completion, then send it to PRC.W9@state.nm.us

PRC IPR Form

This Internal Purchase Request (IPR) form will be required by ASD for the procurement of goods and general services. Please submit the completed form to Renada Peery-Galon for budget approval.

PRC IPR 2-pages Form

This Internal Purchase Request (IPR) 2 pages form is an extended version of the IPR form,  required by ASD for the procurement of goods and general services. Please submit the completed form to Renada Peery-Galon for budget approval.

Purchase Orders

These are accessible via Share Financial. Instructions for submitting Purchase Orders via Share are available here. Please make sure your purchase complies with State Purchasing requirements here. Please submit Purchase Order requests to PRC.PurchaseOrders@state.nm.us

Invoices

Invoices that are approved for payment should be marked with the date, approved to pay and name and sent to PRC.Invoices@state.nm.us

Contracts

Please submit your general contract request to PRC.Contracts@state.nm.us

Below are the forms/templates:


DFA Purchasing Agreement

# of quotes, sole sources are detailed here.

Fleet Forms

Vehicle Mileage Log

This form are to be completed by Staff are assigned a State Vehicle for usage on State Business as per the PRC Vehicle Use Memo. Completed vehicle logs should be submitted by the 5th of each month for the prior month to PRC.Fleet@state.nm.us

Operating a State Vehicle out of State Request

Please email the date and purpose of trip along with vehicle G plate to PRC.Fleet@state.nm.us at least 5 days before proposed travel.

Information Technology (IT)

Please send all IT work orders and inquires to PRC.Helpdesk@state.nm.us

Employee on boarding checklist
Employee off boarding checklist

HR Forms

State of New Mexico Substitute W9 Form

This form is used when an employee will be performing travel as part of their job duties and will need reimbursement for travel costs. Please complete this form, verify it for accuracy and completion, then send it to PRC.W9@state.nm.us

Time Reporting Step by Step Instructions

This is how time worked is entered in Share HCM on a weekly basis.

Time Reporting Codes

These are the available codes which can be used to classify time in Share HCM on a weekly basis.

Time Approval Step by Step Instructions

This is how time worked is entered in Share HCM on a weekly basis.

IRS W4 Form

This form is used to withhold the correct federal income tax.

PERA Smart Save Beneficiary Designation Form

Plan Beneficiary Designation Form

PERA Smart Save Deferral Change Form

Plan Deferral Change Form

PERA Smart Save Enrollment Form

Plan Enrollment Form

PRC Personal Data Information

Personal Info for Share HCM

Direct Deposit Authorization and Agreement or Declination

Direct Depoit Form