Forms and Worksheets
To view a list of forms, instructions and worksheets owned or referenced by Financial Affairs departments, you may search by department owner or by form name. View the What's New section for a list of recent changes to forms and worksheets, including revisions, removal of existing forms and addition of new forms.
To search by:
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Department/owner: select from the drop-down menu below to view a list of forms and worksheets that are owned or referenced by the selected department. Once selected, you will be re-directed to the department's forms web page.
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Form name: Select the letter that corresponds with first letter of the form name. For example, select R to locate the Removal of Equipment form.
What's New
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11/16/09: New forms website published.
Search by form name:
| Form Name | Description |
|---|---|
B |
|
| Business Expense Form (BEF) | Used to record all expenses incurred for entertainment and hospitality regardless of whether a reimbursement will be processed. |
| Business Expense Form (BEF) - Instructions | Used to assist with completing the Business Expense Form (BEF). |
C |
|
| Certification of Departmental Annual Physical Inventory | Used to certify department inventory annually. |
| Check Cancellation Request - Student | Used by Fiscal Services to request cancellation on checks that are stale dated or by Financial Aid when requesting funds be sent back to the lender. |
| Check Register | Used by departments to record check payments (in lieu of a log book). |
| Confidential Tax/Vendor Information Agreement (CTIA) | Used to request authorization to access to the Texas Comptroller of Public Accounts computer system(s). |
| Construction in Progress Transfer Request Form | Used to request the transfer of asset to appropriate asset class in the University's financial accounting system. |
| Contractor Furnished Equipment (CFE) | Used to record an item that is furnished to the University by a contractor as a part of construction projects. |
| Credit Card Discount Fees and Rate Sheet | Provides departments with a list of current charges associated with credit card payments. |
| Credit Card Payment Form | Used by departments that process credit card payments via Fiscal Services. |
| Credit Card Processing Methods - Quick Reference Chart | Used by departments to help determine the most appropriate credit card processing method. |
D |
|
| Declaration of Missing Evidence | Used when an itemized receipt is not submitted in conjunction with a Business Expense Form (BEF). |
| Deferred Maintenance Transaction Request Form | Used to establish or reduce budgets and closeout accounts for Deferred Maintenance projects. |
| DEFINE Departmental User Setup and Modification Request | Used to create a ne DEFINE User ID, make changes to, or delete existing DEFINE general administrative actions by a departmental user. |
| DEFINE Departmental User Setup and Modification Request - Instructions | Provides instructions for completing the DEFINE Departmental User Setup and Modification Request Form. |
| Departmental Cash Handling Request Form | Used by departments/divisions when requesting approval to accept cash, check or credit card payments on behalf of UTSA. |
| Departmental Cash Handling Security Policy | Used by departments/divisions to create an Internal policy document that details steps to ensure the safety and security of cash, checks and credit card information from Internal and External unauthorized users. |
| Deposit Transmittal Form | Used by departments/divisions when submitting a cash, check or credit card deposit to Fiscal Services. |
| Designated Tuition Set Asides: B-On-Time and Doctoral Set Aside Financial Aid Budget Reconciliation Form | Used by the Budget Office to detail the amount of required set asides based on actuals as compared to budgeted enrollment data. |
| Direct Deposit - Non-Payroll | Used to setup direct deposit for non-payroll related reimbursements. |
| Direct Deposit - Vendor | Used to setup direct deposit for vendor payments and reimbursements. |
| Direct Deposit (Fiscal Services) | Used by students to activate direct deposit for any refunds processed on their BANNER account. |
| Direct Deposit Form - Employee Payroll (Payroll Services) | Used to setup direct deposit for payroll, make changes to or cancel existing direct deposit instructions. |
| Direct Deposit-Change/Cancel (Fiscal Services) | Used by students to inactivate or change direct deposit information on their BANNER account, such as bank routing or account number. |
E |
|
| Employee Educational Benefit Program | UTSA Human Resources form used to request the employee educational benefit. |
| Employee Time Sheet - Exempt Employees: One Month | Used to record hours worked and benefit hours used by exempt employees who are paid on a monthly basis. |
| Employee Time Sheet - Hourly Employees | Used to record hours worked by employees appointed on an hourly paid basis. |
| Employee Time Sheet - Work Study Student Employees | Used to record hours worked by work-student students. |
| Employee Time Sheet Non-Exempt Classified: One Week | Used to record hours worked by non-exempt classified employees who are paid on a monthly basis in compliance with the "Fair Labor Standards Act." |
| Entertainment and Official Occasions Expenditure Quick Reference Policy Chart | Provides a chart of expense types, allowable funding sources, required approvals and dollar limits related to Operational Guideline 2.6.4 - Business-Related Hospitality and Entertainment Expenditures. |
| Entertainment, Hospitality and Official Occasions Policy & Procedures - Frequently Asked Questions (FAQ) | Provides a list of frequently asked questions related to Operational Guideline 2.6.4 - Business-Related Hospitality and Entertainment Expenditures. |
| Equipment Cannibalization Request | Used to request authorization to remove parts from an obsolete piece of equipment being turned-in to Surplus. |
| Equipment Trade-In | Used when an asset is used for credit in the exchange or purchase of new equipment, or an asset that is under a maintenance contract. |
F |
|
| Faculty Salary Election Agreement | Used to elect salary payment options by faculty employees. |
| Fee Request Form & Cost Justification Worksheets | Used to request new or make changes to existing incidental, course or lab fees. |
| Form 1040NR | Internal Revenue Service (IRS) form used to file tax returns by nonresident aliens. |
| Form 1040NR - Instructions | Internal Revenue Service (IRS) form used to assist in preparing tax returns for nonresident aliens. |
| Form 1040NR-EZ | Internal Revenue Service (IRS) form used by most nonresident aliens to file a simple tax return. |
| Form 1040NR-EZ - Instructions | Internal Revenue Service (IRS) form used to assist in preparing tax returns for nonresident aliens. |
| Form 2 | Sample document used to establish project accountant and process budget adjustments for LERR and capital projects managed by OFPC. |
| Form 4/5 | Sample document used to close-out LERR and capital projects managed by OFPC. |
| Form 8233 | Internal Revenue Service (IRS) form used to apply for tax treaty benefits by employees and independent contractors/consultants. |
| Form 8233 - Instructions | Internal Revenue Service (IRS) form used to provide instructions for completing the Form 8233. |
| Form 8843 | Internal Revenue Service (IRS) form used by international students and scholars to report their presence in the United States. |
| Form 9 | Sample document used to process payment vouchers for LERR and capital projects managed by OFPC. |
I |
|
| Interdepartment Transfer Voucher | Used to process original charges between departments for goods or services rendered. |
| Intracity Travel Reimbursement Template | Used in the calculation of reimbursable mileage. Used to record odometer readings, business purpose and benefit to UTSA. |
| Inventory Contact Person (ICP) Appointment | Used annually to designate individuals as departmental inventory custodians. |
| Inventory Transaction | Used to request equipment transfer, barcode label replacement, asset description change, location change or items not on departmental inventory. |
| Invoice | Used to indicate the products, quantities and agreed prices for products or services the seller has provided the buyer. It is an itemized statement of funds owed for goods shipped or services rendered. |
L |
|
| Local Funds Travel Voucher | Used to reconcile travel advances |
| Local Funds Voucher | Used to request payment for goods or services that did not require a purchase order. NOTE: Local Funds Voucher is the manual paper form of a VP2 and is rarely used. |
M |
|
| Missing Property/Reinstatement | Used to report UTSA equipment as missing or to reinstate items previously reported as missing. |
P |
|
| Payroll Voucher | Used to pay Lump Sum amounts or Hourly Payments for Occasional Employees |
| Permission to Serve Alcoholic Beverages | Used to request permission to serve alcoholic beverages at UTSA sponsored events for faculty, staff and off-campus organization events not involving students. NOTE: This form is located in Public Folders>All Public Folders>UTSA Forms>President's Office. |
| Petty Cash Change Request | Used by departments with existing petty cash accounts to request changes to a petty cash custodian or dollar amount. |
| Petty Cash Custodian Receipt | Completed by Fiscal Services when a petty cash account request is approved. |
| Petty Cash Reimbursement | Used by departments to collect petty cash from Fiscal Services after the Petty Cash Account request has been approved and a Petty Cash Custodian Receipt is on file. |
| Project Cost Estimate | Used to obtain proper approval for institutional projects, set-up account and funding source. |
| Publication 513 - Tax Information for Visitors to the United States | Internal Revenue Service (IRS) form used to provide tax information for visitors to the United States. |
| Publication 519 - U.S. Tax Guide for Aliens | Internal Revenue Service (IRS) form used to assist in preparing tax returns for Aliens. |
R |
|
| Removal of Equipment | Used when removing UTSA Controlled/Capital equipment from any campus location for official use. |
| Request for Authorization of Signature | Used to authorized and grant individual's access to University accounts. |
| Request for Check Pickup | Used to request pickup of a check by a third party from the Fiscal Services office. |
| Request for Overtime Authorization | Used by departments to obtain overtime authorization for their department. |
| Request for Travel Authorization (RTA) | Used to authorize travel when an electronic document cannot be created. |
S |
|
| Scholarship/Loan Voucher | Used to report scholarship awards to the Scholarship office. |
| Service Center and Specialized Service Facilities Information Sheet | Used to establish or update a service center or specialized service facility rate, or to add additional activities or services to an existing service center or specialized facility. |
| SPA Access Reference Chart | Provides a list of available SPA screens/Transaction Codes to assist with completing the Texas Comptroller of Public Accounts - Fiscal Management Systems Access and Maintenance Request. |
| State Property Transfer | Used to transfer university property to other state agencies, non-state agencies and private organizations. and private organizations. |
| Statement of Account (SOA) Reconciliation Worksheet | Used by departments to reconcile their Statement of Accounts (SOA) to their accounting records. Departments are not required to use this form but need to have a reconciliation process in place. |
| Stolen/Recovered Property Report | Used when an incident has been reported and investigated by police. |
| Stop Payment Request (Student) | Used by students to request a stop payment and check reissue, if applicable, for a lost or stolen check. |
| Surplus Property Turn-In | Used to coordinate and schedule the pick-up of surplus property from university departments. Completed & processed forms will result in property being removed from departmental inventories. |
| Surplus Property Turn-In (Continuation Sheet) | Used in conjunction with the Surplus Property Turn-In form to provide 25 additional lines. |
T |
|
| Termination Payroll Voucher | Used to pay out time off benefits due to termination of benefits eligible position. |
| Texas Comptroller of Public Accounts - Fiscal Management Systems Access and Maintenance Request | Used to request central access (create User ID), make changes to previously approved access or request removal of access (delete User ID). |
| Texas Hotel Occupancy Tax Exemption Certificate | Texas Comptroller of Public Accounts form used by UTSA employees to claim exemption from the Texas Hotel Occupancy Tax when traveling on official business. |
| Texas Public Education Grant (TPEG) - Financial Aid Budget Reconciliation & Transmittal Form | Used by the Budget Office to detail and document the amount of required set asides based on actuals as compared to budgeted enrollment data. |
| Texas Sales and Use Tax Exemption Certification (Tax Exempt Certificate) | Used to claim the right to make a non-taxable purchase for resale, rent or lease of taxable items. NOTE: See page 2 of 2. |
| Travel Central Bill Account (CBA) Cardholder Application | Used by departments to apply for the State contracted Central Billed Account in conjunction with the CBA payment procedures. |
| Travel Central Bill Account (CBA) Cardholder Payment Procedures | Used to document payment procedures and as an agreement for payment procedures. |
| Travel Individual Bill Account (IBA) Cardholder Addendum | Used to verify potential cardholder's need, as well as an agreement for payment processing requirements. |
| Travel Individual Bill Account (IBA) Cardholder Application | Used to apply for the State contracted travel card. |
| Travel Voucher Payment Cover Sheet | Used by the traveler to certify the validity of travel expenses and record the business purpose of the travel. |
U |
|
| Unit and Account Request Form | Used to request new or modify existing Unit Codes and Budget Groups for all funds except Sponsored Programs (26-accounts). For 26-accounts, contact Grants and Contracts Financial Services |
| Unit and Account Request Form - Instructions | Used to assist with completing the Unit and Account Request Form. |
V |
|
| Voucher Signature Card | Used to request access to release/approve payroll or expenditure documents in USAS via the UTSA Texas Comptroller of Public Accounts - Fiscal Management Systems Access and Maintenance Request Form. |
W |
|
| W-4 2009 | Internal Revenue Service (IRS) form used to update federal income tax withholding. |
| W-5 2009 | Internal Revenue Service (IRS) form used to get the earned income tax credit, if eligible. |
| W-7 | Internal Revenue Service (IRS) form used to request an IRS Individual Taxpayer Identification Number. |
| W-8BEN | Internal Revenue Service (IRS) form used to certify foreign status of beneficial owner for United States tax withholding. |
| W-8BEN Instructions | Internal Revenue Service (IRS) form used to provide instructions for completing the W-8BEN. |
| W-9 Blank Form | Used in conjunction with a GGV to create or update a Vendor ID number (UT EID) for vendors or individuals in DEFINE. |
| W-9 UTSA | Used to send UTSA FEIN information to outside parties. |
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