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Administrative SErvices Forms
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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
  • PCard Form – This form may be used for Lodging and flight costs to be paid by the PRC on behalf of an employee on state travel. Please review all instructions listed on the PCard form are followed with all required applicable quotes with applicable signatures on the form and submit to PRC.Pcard@state.nm.us

  • Out of State Travel on State Business Request – This form is used when planning to travel out of the State on State Business. Please complete and send to the Chief of Staff JasonN.Montoya@state.nm.us for consideration at least 5 days before proposed travel.

  • 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
  • PCard Form – This form may be used for low dollar software, subscription, registration items from vendors who transact exclusively online and do not accept purchase orders. Please review all instructions listed on the PCard form are followed with all required applicable quotes with applicable signatures on the form and submit to PRC.Pcard@state.nm.us
  • 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


Fleet Forms

  • 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)


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 Codes – These are the available codes which can be used to classify time in Share HCM on a weekly basis.
  • IRS W4 Form – This form is used to withhold the correct federal income tax.

 
 
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