• Accounts Payable Forms
  • Standard (Fund & Account Required) and Expanded (Fund, Org & Account Required) Forms
  • Non Resident Alien Forms
  • Processing Flow Charts
• Facilities Planning & Management Forms
• Finance and Accounting Forms
• Human Resources Forms
  • General Forms
  • Benefits Forms
  • Domestic Partnership Forms
  • Moving/Address Change Forms
  • New Baby Forms
  • New Hire Forms
  • Newly Married Forms
  • Rehire Forms
  • Suddenly Single Forms
• Payroll Forms
• Procurement Credit Card Forms
• Purchasing Forms
• Risk Management Forms
• Sponsored Research Administration Forms
• Sponsored Research Development Forms
• Workers' Compensation Forms

Accounts Payable

Standard (Fund & Account Required) and Expanded Forms (Fund, Org & Account Required) Forms

• Accounts Payable Direct Deposit Authorization Agreement  (PDF Format, 189KB)* (Updated 5/4/18)
• Accounts Payable Direct Deposit Cancellation  (PDF Format, 157KB)* (Updated 6/26/13)
• Authorization for Business-Related Cell Phone Service Reimbursement   (Excel Format, 22KB)* (Updated 6/2012)
• Certificate of Auto Insurance   (PDF Format, 18KB)* (Updated 5/2018)
• Certification of Eligibility for Reimbursement of Automobile Mileage-Office in Home   (Word Format, 396KB)* (Updated 10/03/08)
• Disbursement Request Standard Form (Accessible Version)  (PDF Format, 638KB)* (Updated 6/13/13)
• Disbursement Request Standard Form   (Excel Format, 19KB)* (Updated 6/13/13)
• Disbursement Request Expanded Form (Accessible Version)    (PDF Format, 638KB)* (Updated 6/13/13)
• Disbursement Request Expanded Form   (Excel Format, 19KB)* (Updated 6/13/13)
• Disbursement Request - Food or Hosting Related Expenses Standard Form (Accessible Version)   (PDF Format, 634KB)* (Updated 6/13/13)
• Disbursement Request - Food or Hosting Related Expenses Standard Form   (Excel Format, 46KB)* (Updated 6/13/13)
• Disbursement Request - Food or Hosting Related Expenses Expanded Form (Accessible Version)    (PDF Format, 634KB)* (Updated 6/13/13)
• Disbursement Request - Food or Hosting Related Expenses Expanded Form   (Excel Format, 46KB)* (Updated 6/13/13)
• Disbursement Request - Recurring Payable Addendum   (PDF Format, 126KB)* (Updated 11/27/13)
• Fee Authorization Standard Form   (Word Format, 403KB)* (Updated 10/03/08)
• Fee Authorization Expanded Form   (Word Format, 404KB)* (Updated 10/03/08)
• Fellowship/Scholarship Payment Request Standard Form   (PDF Format, 612KB)* (Updated 2/05/14)
• Fellowship/Scholarship Payment Request Expanded Form   (PDF Format, 612KB)* (Updated 2/05/14)
• Foreign Travel
• Hosting Justification Form   (PDF Format, 117KB)* (Updated 2/16/11)
• Independent Contractor Payment Authorization Request & Agreement Standard Form   (PDF Format, 434KB)* (Updated 3/26/13)
• Independent Contractor Payment Authorization Request & Agreement Expanded Form   (PDF Format, 434KB)* (Updated 3/26/13)
• Independent Contractor Pre-Selection Checklist   (PDF Format, 356KB)* (Updated 7/23/12)
• Mileage Reimbursement Request 2018 Standard Form (Accessible Version)   (PDF Format, 724KB)* (Updated 12/18/17)
• Mileage Reimbursement Request 2018 Standard Form   (Excel Format, 51KB)* (Updated 12/18/17)
• Mileage Reimbursement Request 2018 Expanded Form (Accessible Version)   (PDF Format, 724KB)* (Updated 12/18/17)
• Mileage Reimbursement Request 2018 Expanded Form   (Excel Format, 51KB)* (Updated 12/18/17)
• Miscellaneous Income Payment Request (including instructions) Standard Form   (PDF Format, 681KB)* (Updated 2/05/14)
• Miscellaneous Income Payment Request (including instructions) Expanded Form   (PDF Format, 681KB)* (Updated 2/05/14)
• Miscellaneous Income Payment Request For Multiple Recipients (including instructions) Standard Form   (PDF Format, 670KB)* (Updated 6/13/13)
• Miscellaneous Income Payment Request For Multiple Recipients (including instructions) Expanded Form   (PDF Format, 670KB)* (Updated 6/13/13)
• Notice to Recipients of Scholarships and Fellowships (Citizens & Resident Aliens)   (Word Format, 396KB)* (Updated 8/27/14)
• Recurring Payable Addendum  (PDF Format, 125KB)* (Updated 8/16/16)
• Travel Reimbursement Instructions   (Word Format, 395KB)* (Updated 10/02/08)
• Travel Reimbursement Request 2018 Standard Form   (Excel Format, 144KB)* (Updated 12/18/17)
• Travel Reimbursement Request 2018 Expanded Form   (Excel Format, 144KB)* (Updated 12/18/17)
• Travel Roster   (Word Format, 408KB)* (Updated 10/02/08)
• Vendor Information Form   (PDF Format, 449KB)* (Updated 7/30/18)
• Void/Stop Payment Form   (PDF Format, 161KB)* (Updated 7/23/12)

Non Resident Alien Forms

• Foreign National Information Form   (PDF Format, 365KB)* (Updated 7/23/12)
• Foreign National Travel Reimbursement Supplement   (Word Format, 397KB)* (Updated 6/02/09)
• NRA Form Requirements/Tax Rate Schedule
• Non-Resident Foreign National Fellowship/Scholarship Payment Request   (PDF Format, 355KB)* (Updated 7/23/12)
• Notice to Recipients of Scholarships and Fellowships (Nonresident Foreign Nationals Only)   (Word Format, 396KB)* (Updated 8/27/14)
• US Income Sourcing Rules
• W-7 Application for IRS Individual Taxpayer Identification Number   (PDF Format, 230KB)*
• W-8BEN Certification of Foreign Status of Beneficial Owner for United States Tax Withholding   (PDF Format, 320KB)*
• W-8BEN Instructions   (PDF Format, 190KB)*
• W-8BEN-E Certification of Status of Beneficial Owner for United States Tax Withholding (Entities)   (PDF Format, 320KB)*
• W-8BEN-E Instructions   (PDF Format, 190KB)*
• 8233 Exception from Withholding on Compensation for Independent Personal Services of a Nonresident Alien Individual   (PDF Format, 267KB)*
• 8233 Instructions   (PDF Format, 158KB)*

Processing Flow Charts

• California Income Tax Withholding Payments to Individuals & Vendors Located Outside the State of California   (PDF Format, 8KB)* (Updated 5/04/12)
• California Use Tax   (PDF Format, 7KB)* (Updated 5/08/12)
• Payments to Individuals for other than Employment, Scholarships and Fellowships or Reimbursements or Advances   (PDF Format, 11KB)* (Updated 2/01/05)
• Scholarship and Fellowship Payments to U.S. Citizens and Resident Aliens   (PDF Format, 7KB)* (Updated 1/28/03)
• Scholarship and Fellowship Payments to Nonresident Aliens   (PDF Format, 10KB)* (Updated 5/26/09)
• Travel Payments to Nonresident Aliens   (PDF Format, 7KB)* (Updated 3/10/09)

Facilities Planning & Management

• Furniture Request   (PDF Format, 615KB)* (Updated 10/2016)
• Non-Emergency Repair/ Maintenance Service Requests
• Request for Keys/Access Cards   (Word Format, 400KB)* (Updated 10/03/08)
• Telephone/Data Requests   (PDF Format, 125KB)* (Updated 10/2016)

Finance and Accounting

• Accident/Incident Report   (PDF Format, 151KB)* (Updated 9/21/07)
• Budget Journal Voucher Form   (Excel Format, 35KB)* (Updated 9/21/07)
• Cash Receipt Form - Excel Template Version   (Excel Format, 30KB)* (Updated 9/15/08)
• Cash Receipt Form - Print Version   (Excel Format, 30KB)* (Updated 9/15/08)
• Journal Voucher Form   (Excel Format, 29KB)* (Updated 9/21/07)
• Lost Computer Inventory Form   (PDF Format, 325KB)* (Updated 4/11/14)
• Off Campus Use of Equipment Agreement   (PDF Format, 485KB)* (Updated 6/04/12)
• Off Campus Use of Equipment Agreement - (Excel version) (Excel Format, 16KB)* (Updated 6/04/12)
• Property Inventory Modification Request Form   (PDF Format, 803KB)* (Updated 07/17/18)
• Property Loss/Damage Report   (PDF Format, 150KB)* (Updated 12/08/10)
• Virtual Merchant Setup Form   (PDF Format, 223KB)* (Updated 12/08/10)
• Wire Transfer Authorization Form   (PDF Format, 409KB)* (Updated 6/28/18)

Human Resources

General Forms

• Address and/or Name Change Form   (PDF Format, 374KB)* (Updated 4/19/16)
  You must present new Social Security card with new name to Human Resources Representative.
• Additional Compensation Form   (PDF Format, 601KB)* (Updated 9/29/14)
• Report of Performance Form   (PDF Format, 258KB)*
• Report of Performance Form Instructions   (PDF Format, 230KB)*
• Volunteer Forms   (PDF Format, 548KB)* (Updated 10/09/14)
• SDSURF Live Scan Fingerprinting Procedures Form   (PDF Format, 478KB)* (Updated 7/20/15)

Benefits Forms

• Aflac Enrollment Form (New Enrollment or Mid-Year Changes)   (PDF Format, 137KB)* (Updated 03/2017)
• Benefits Enrollment/Change Form for Regular Employees   (PDF Format, 1.01MB)* (Updated 12/2016)
• Benefits Enrollment/Change Form for Scholar Exempt (SE) Employees   (PDF Format, 947KB)* (Updated 12/2016)
• Benefits Enrollment/Change Form for Post Docs & Retirees   (PDF Format, 986KB)* (Updated 12/2016)
• Domestic Partnership Forms
  • SDSURF Declaration of Domestic Partnership Form   (PDF Format, 30KB)* (Updated 2006)
  • SDSURF Domestic Partner Tax Dependency Certification Form   (Word Format, 398KB)* (Updated 2/25/10)
  • State of California Declaration of Domestic Partnership Form   (PDF Format, 45KB)* (Updated 1/2012)
  • State of California Domestic Partnership Termination Notice   (PDF Format, 185KB)* (Updated 2013)
• FSA Reimbursement Request Form   (PDF Format, 179KB)*
• Hartford Beneficiary Designation/Change Form   (PDF Format, 172KB)* (Updated 1/11/06)
• Hartford Certificate of Life Insurance   (PDF Format, 684KB)* (Updated 1/2010)
• Hartford Supplemental Life and Voluntary AD&D Enrollment Form   (PDF Format, 204KB)* (Updated 12/2016)
• Kaiser HIPAA Release   (PDF Format, 27KB)* (Updated 10/2003)
• Policy on Educational Reimbursement and Request for Reimbursement of Educational Expenses Form   (Word Format, 394KB)* (Updated 4/23/09)
• Salary Reduction Agreement for Voluntary Retirement Savings Program   (PDF Format, 196KB)* (Updated 7/17/18)
• Voluntary Retirement Savings Program   (PDF Format, 26KB)* (Updated 7/23/18)
• TIAA Address Change: Please go to www.tiaa.org and and log in. Select the "My Profile" tab. Click on "Personal Information" and then "Update Contact Information."
• TIAA Name Change: Please go to www.tiaa.org and click on "Support," then under "Online Help" click on "Transactions & Information." Scroll down to click on "Update a name on your account." Login and follow prompts to change your name.
• TIAA Beneficiary Change: Please go to www.tiaa.org and log in. Select the “My Account” tab, and then click on “Add/Edit Beneficiaries" under "Profile".
• TIAA Online Enrollment Instructions

Moving/Address Change Forms

• Address and/or Name Change Form   (PDF Format, 374KB)* (Updated 4/19/16)
  You must present new Social Security card with new name to Human Resources Representative.
• TIAA Address Change: Please go to www.tiaa.org and and log in. Select the "My Profile" tab. Click on "Personal Information" and then "Update Contact Information."

Becoming a Parent Forms

• Benefits Enrollment/Change Form for Regular Employees   (PDF Format, 1.01MB)* (Updated 12/2016)
• Benefits Enrollment/Change Form for Scholar Exempt (SE) Employees   (PDF Format, 947KB)* (Updated 12/2016)
• Benefits Enrollment/Change Form for Post Docs & Retirees   (PDF Format, 986KB)* (Updated 12/2016)
• Hartford Beneficiary Designation/Change Form   (PDF Format, 172KB)* (Updated 1/11/06)
• TIAA Beneficiary Change: Please go to www.tiaa.org and log in. Select the “My Account” tab, and then click on “Add/Edit Beneficiaries" under "Profile".
• W-4 Internal Revenue Service Employee's Withholding Allowance Certificate   (PDF Format, 220KB)*

New Hire Forms

• DE 4 State of California Employee's Withholding Allowance Certificate (Optional)   (PDF Format, 74KB)*
• Designation of Physician Form - Optional   (Word Format, 394KB)* (Updated 4/09/09)
• DMV Employee Pull Notice Program/Automobile Insurance and the Use of Vehicles on SDSU Research Foundation Business   (PDF Format, 2.58MB)* (Updated 5/09/14)
• Employee Certification Form - Employee Copy   (PDF Format, 41KB)* (Updated 5/17/06)
• Employee Certification Form - Employer Copy   (PDF Format, 41KB)* (Updated 5/17/06)
• Employee Fact Sheet   (PDF Format, 114KB)* (Updated 12/20/12)
• Equal Employment Opportunity and Affirmative Action Statistics   (PDF Format, 616KB)* (Updated 5/07/14)
• I-9 Employment Eligibility Verification (PDF Format, 463KB)* (Updated 3/08/13)
  Must bring valid original document(s) to Human Resources Representative, refer to “Lists of Acceptable Documents" on the last page of the I-9 Form.
• Payroll Direct Deposit Enrollment Form   (PDF Format, 358KB)* (Updated 3/05/12)
• Personal Data Sheet   (Word Format, 407KB)* (Updated 5/09/11)
• Prior Data Service Questionnaire   (PDF Format, 583KB)* (Updated 2/28/14)
• Training and Development Notification (Word Format, 395KB)* (Updated 11/03/09)
• W-4 Internal Revenue Service Employee's Withholding Allowance Certificate   (PDF Format, 220KB)*

Newly Married Forms

• Address and/or Name Change Form   (PDF Format, 374KB)* (Updated 4/19/16)
  If your name has changed you must present new Social Security card with new name to Human Resources Representative.
• Benefits Enrollment/Change Form for Regular Employees   (PDF Format, 1.01MB)* (Updated 12/2016)
• Benefits Enrollment/Change Form for Scholar Exempt (SE) Employees   (PDF Format, 947KB)* (Updated 12/2016)
• Benefits Enrollment/Change Form for Post Docs & Retirees   (PDF Format, 986KB)* (Updated 12/2016)
• Hartford Beneficiary Designation/Change Form   (PDF Format, 172KB)* (Updated 1/11/06)
• I-9 Employment Eligibility Verification (PDF Format, 463KB)* (Updated 3/08/13)
  Only required if changing your name. Must bring original document(s) with new name to Human Resources Representative, refer to “Lists of Acceptable Documents" on the last page of the I-9 Form.
• Payroll Direct Deposit Cancellation Form   (PDF Format, 526KB)* (Updated 10/03/08)
• Payroll Direct Deposit Enrollment Form   (PDF Format, 358KB)* (Updated 3/05/12)
• TIAA Address Change: Please go to www.tiaa.org and and log in. Select the "My Profile" tab. Click on "Personal Information" and then "Update Contact Information."
• TIAA Name Change: Please go to www.tiaa.org and click on "Support," then under "Online Help" click on "Transactions & Information." Scroll down to click on "Update a name on your account." Login and follow prompts to change your name.
• TIAA Beneficiary Change: Please go to www.tiaa.org and log in. Select the “My Account” tab, and then click on “Add/Edit Beneficiaries" under "Profile".
• W-4 Internal Revenue Service Employee's Withholding Allowance Certificate   (PDF Format, 220KB)*

Rehire Forms

• Address and/or Name Change Form   (PDF Format, 374KB)* (Updated 4/19/16)
  If your name has changed you must present new Social Security card with new name to Human Resources Representative.
• DE 4 State of California Employee's Withholding Allowance Certificate (Optional)   (PDF Format, 74KB)*
• I-9 Employment Eligibility Verification (PDF Format, 463KB)* (Updated 3/08/13)
  If it has been less than 3 years since you were initially hired, your original I-9 form may be re-verified. Please call Human Resources to discuss details. Note: if original I-9 documents have expired a new I-9 form may need to be completed. Please call Human Resources to discuss details.
  If you have been separated from SDSURF for over 3 years a new I-9 form will need to be completed.
  Should you need to provide new documentation, all documents must be unexpired (refer to "Lists of Acceptable Documents" on the last page of the I-9 form).
• Payroll Direct Deposit Cancellation Form   (PDF Format, 526KB)* (Updated 10/03/08)
• Payroll Direct Deposit Enrollment Form   (PDF Format, 358KB)* (Updated 3/05/12)
• W-4 Internal Revenue Service Employee's Withholding Allowance Certificate   (PDF Format, 220KB)*

Suddenly Single Forms

• Address and/or Name Change Form   (PDF Format, 374KB)* (Updated 4/19/16)
  If your name has changed you must present new Social Security card with new name to Human Resources Representative.
• Benefits Enrollment/Change Form for Regular Employees   (PDF Format, 1.01MB)* (Updated 12/2016)
• Benefits Enrollment/Change Form for Scholar Exempt (SE) Employees   (PDF Format, 947KB)* (Updated 12/2016)
• Benefits Enrollment/Change Form for Post Docs & Retirees   (PDF Format, 986KB)* (Updated 12/2016)
• Domestic Partnership Termination Notice   (PDF Format, 185KB)* (Updated 2013)
• Hartford Beneficiary Designation/Change Form   (PDF Format, 172KB)* (Updated 1/11/06)
• I-9 Employment Eligibility Verification (PDF Format, 463KB)* (Updated 3/08/13)
  Only required if your name has changed. Must bring original document(s) with new name to Human Resources Representative, refer to “Lists of Acceptable Documents" on the last page of the I-9 Form.
• Payroll Direct Deposit Cancellation Form   (PDF Format, 526KB)* (Updated 10/03/08)
• Payroll Direct Deposit Enrollment Form   (PDF Format, 358KB)* (Updated 3/05/12)
• TIAA Address Change: Please go to www.tiaa.org and and log in. Select the "My Profile" tab. Click on "Personal Information" and then "Update Contact Information."
• TIAA Name Change: Please go to www.tiaa.org and click on "Support," then under "Online Help" click on "Transactions & Information." Scroll down to click on "Update a name on your account." Login and follow prompts to change your name.
• TIAA Beneficiary Change: Please go to www.tiaa.org and log in. Select the “My Account” tab, and then click on “Add/Edit Beneficiaries" under "Profile".
• W-4 Internal Revenue Service Employee's Withholding Allowance Certificate   (PDF Format, 220KB)*

Payroll

• Address and/or Name Change Form   (PDF Format, 374KB)* (Updated 4/25/16)
  You must present new Social Security card with new name to Human Resources Representative.
• DE 4 State of California Employee's Withholding Allowance Certificate (Optional)   (PDF Format, 74KB)*
• Payroll Direct Deposit Cancellation Form   (PDF Format, 526KB)* (Updated 2/20/13)
• Payroll Direct Deposit Enrollment Form   (PDF Format, 358KB)* (Updated 3/05/12)
• Request for Duplicate IRS Form W-2   (Word Format, 393KB)* (Updated 10/03/08)
• W-4 Internal Revenue Service Employee's Withholding Allowance Certificate   (PDF Format, 220KB)*

Workforce Forms

• Alternate Work Schedule (AWS) Request Form   (PDF Format, 106B )* (Updated 4/8/14)
• Approving Supervisor/Manager Agreement - Workforce ACT Form   (PDF Format, 182KB)* (Updated 4/15/14)
• Meal Period Waiver - Employee Shift 6 hours or less Form   (PDF Format, 559KB)* (Updated 7/17/18)
• Meal Period Waiver - Employee Shift 10 to 12 hours Form   (PDF Format, 559KB)* (Updated 7/17/18)
• Time Sheet Description Request Form   (PDF Format, 125KB)* (Updated 5/7/14)

Procurement Credit Card Forms

• New Card Application   (PDF Format, 195KB)* (Updated 7/09/13)
• Approving Manager Agreement Form   (PDF Format, 140KB)* (Updated 7/09/13)
• Cardholder User Agreement Form   (PDF Format, 148KB)* (Updated 7/09/13)
• Cardholder Maintenance Form   (PDF Format, 135KB)* (Updated 3/18/15)
• Lost/Non-Itemized Receipt Form   (PDF Format, 117KB)* (Updated 7/09/13)
• PCard Training PowerPoint   (PPTX Format, 5.36 MB)* (Updated 7/30/13)
• PI/Project Director Delegation of Approving Official Responsibilities   (PDF Format, 111KB)* (Updated 7/09/13)
• Policy and Procedure Manual   (PDF Format, 364KB)*

Purchasing

• Abstract of Quotations   (Word Format, 399KB)* (Updated 10/03/08)
• Authorization for Business-Related Cell Phone Service Reimbursement   (Excel Format, 22KB)* (Updated 6/2012)
• Hosting Justification   (PDF Format, 117KB)* (Updated 2/16/11)
• Instructions - Transfer of Liability for Cellular Service Plans   (PDF Format, 199KB)* (Updated 1/14/13)
• Off Campus Use of Equipment Agreement Form   (Excel Format, 16KB)* (Updated 12/14/12)
• Property Inventory Modification Request Form   (PDF Format, 803KB)* (Updated 07/17/18)
• Purchase Requisition - Expanded   (Excel Format, 21KB)* (Updated 3/20/08)
• Purchase Requisition - Expanded - Accessible Version   (Word Format, 418KB)* (Updated 8/25/09)
• Purchase Requisition - Standard   (Excel Format, 22KB)* (Updated 3/20/08)
• Purchase Requisition - Standard - Accessible Version   (Word Format, 418KB)* (Updated 8/25/09)
• Sole Source/Brand Name Justification   (Word Format, 396KB)* (Updated 10/03/08)
• Vendor Information Form   (PDF Format, 449KB)* (Updated 7/30/18)
• Verizon Assumption of Liability Authorization Form   (Word Format, 118KB)* (Updated 4/22/08)

Risk Management

• Accident / Incident Report   (Word Format, 404KB)* (Updated 1/22/09)
  Note: Please email completed form to riskmanagement@foundation.sdsu.edu.
• Certificate of Auto Insurance   (PDF Format, 82KB)* (Updated 5/2018)
• DMV Employee Pull Notice Program/Automobile Insurance and the Use of Vehicles on SDSU Research Foundation Business   (PDF Format, 2.58MB)* (Updated 5/09/14)
• Foreign Travel Instructions
• Property Loss or Damage Notice Form   (PDF Format, 154KB)* (Updated 5/09/11)
• Request for Insurance Certificate / Additional Insured Form   (PDF Format, 166KB)* (Updated 4/11/13)
• Special Events Form   (PDF Format, 1.00MB)* (Updated 7/24/12)
• Waiver of Liability Form   (PDF Format, 154KB)* (Updated 7/24/12)

Sponsored Research Administration

• Budget Adjustment Request Form   (Excel Format, 22KB)* (Updated 3/22/07)
• Expenditure Authority Agreement   (PDF Format, 729KB)* (Updated 5/18/16)
• Fee Authorization Request - Expanded   (Word Format, 404KB)* (Updated 10/03/08)
• Request for Campus Program Fund   (PDF Format, 228KB)* (Updated 1/24/07)
• Wireless Communication Tools Request Form   (Word Format, 393KB)* (Updated 10/03/08)

Sponsored Research Contracting & Compliance

• Subrecipient Commitment Form   (PDF Format, 784KB)* (Updated 8/6/18)
• Subrecipient Commitment for Modifications Form   (PDF Format, 733KB)* (Updated 8/6/18)
• Subcontractor Monitoring Requirement   (PDF Format, 108KB)* (Updated 2/11/13)

Sponsored Research Development

• SDSU Environmental Health and Safety Supplemental Questionnaire   (Word Format, 142KB)* (Updated 3/2009)

Workers' Compensation

• Accident / Incident Report   (Word Format, 404KB)* (Updated 7/24/12)
• Workers' Compensation Claim Form   (PDF Format, 171KB)* (Updated 6/2010)

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