Forms and Worksheets

What's New and Recently Updated
02/21/2019: Budget Transfer Request Form − Updated
02/21/2019: Petty Cash Reimbursement - Athletics Recruitment − Updated
02/01/2019: W-4 2019 − Updated
11/06/2018: Certification of Departmental Annual Physical Inventory − Updated
11/06/2018: Equipment Cannibalization Request − Updated
11/06/2018: State Property Transfer Receipt − Updated
11/06/2018: Timesheet Punch − Updated
11/06/2018: Timesheet Elapsed − Updated
11/05/2018: Airfare Class Approval Form − Updated
11/05/2018: Contractor Furnished Equipment (CFE) − Updated
Form Name
Description
 A   B   C   D   E   F   G   H   I   J   K   L   M   N   O   P   Q   R   S   T   U   V   W   X   Y   Z 
A
Architectural And Engineering Agreement  
The Architectural & Engineering Agreement template is used in conjunction with the RFQ Construction process to form an agreement between UTSA and the professional architectural or engineering firm.
Airfare Class Approval Form  
Form used to obtain approval for all business or first class travel.
B
Budget Transfer Request Form  
Used to transfer funds to another budget.
Business Expense Form (BEF)  
Used to record all expenses incurred for entertainment and hospitality regardless of whether a reimbursement will be processed.
Budget - Annual Operating Budget - 32XX  
Used by UTSA service centers to establish budgets based on estimated costs and revenue projections for the annual budget process.
C
Card Maintenance Request (CMR)  
Used to request changes to an existing Corporate Liability Individual Billed Account (CLIBA) card, Travel Advance Card (TAC) and/or Procurement Card (Procard). Form may also be used to request changes to program administrator access (CLIBA and TAC only) or to the Procard reviewer or electronic desk access.
Corporate Liability Individual Billed Account (CLIBA) Cardholder Application and Agreement Form  
Used by UTSA faculty, staff and student employees (Graduate Research Assistant) to apply for a CLIBA travel card to pay for allowable expenses while traveling on official UTSA business.
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.
Confidential Treatment of Information Acknowledgement (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.
Certification of Departmental Annual Physical Inventory  
Used to certify department inventory annually.
Check Register  
Used by departments to record check payments (in lieu of a log book).
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 that have a designated department credit card terminal or third-party vendor with an estimate 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.
Cellular Phone Allowance  
Used to request cellular phone allowance for an employee. Click here for instructions.
Cellular Phone Allowance Exception  
Used to request exception for cellular phone allowance for departmental phone purchase. Click here for instructions.
Contact the OAS for gift processing forms and instructions.  
Cellular Phone Allowance Instructions  
Used to request cellular phone allowance for an employee. Click here for instructions.
Cellular Phone Allowance Exception Instructions  
Used to request exception for cellular phone allowance for departmental phone purchase. Click here for instructions.
Capital Projects Transaction Request Form  
To set up new deferred maintenance projects, change budget of existing deferred maintenance projects, and/or to close out any deferred maintenance project or any other institutionally managed project.
Citibank® Declaration of Unauthorized Use  
Used to dispute fraudulent transactions for Procard or travel card (TAC or CLIBA card) related purchases.
Citibank® Government Cards Cardholder Dispute Form  
Used to dispute transaction discrepancies for Procard or travel card (TAC or CLIBA card) related purchases.
Citibank® Commercial Cards - Add/Change Authorized to Inquire (ATI)  
Used by Corporate Liability Individual Billed Account (CLIBA) cardholders to grant inquiry access to their travel card account to another individual, referred to as an Authorized to Inquiry (ATI).
Chart of Accounts Maintenance Request Form Instructions  
Chart of Accounts Maintenance Request Form Instructions.
Chart of Accounts Maintenance Request Form  
Chart of Accounts Maintenance Request Form.
D
Declaration of Missing Evidence  
Used when an itemized receipt is not submitted in conjunction with a Business Expense Form (BEF) or Travel Reimbursement/Settlement (TRS) 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.
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 (Fiscal Services)  
Used by students to activate direct deposit for any refunds processed on their BANNER account.
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.
Deferred Maintenance Transaction Request Form  
Used to establish or reduce budgets and closeout accounts for Deferred Maintenance projects.
E
Employee Educational Benefit (EEB) Program  
UTSA Human Resources form used to request the Employee Educational Benefit. The completed and signed form must be submitted to the Financial Aid and Enrollment Services office for processing.
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 FMOG - 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.
Emergency Purchase Justification  
To identify circumstances so immediate and serious that needed service, construction or purchase could not be met through normal competitive procurement methods, and the lack of obtaining the good or service would seriously threaten the function of the University or the health and safety of any person.
Exclusive Acquisition Justification  
Used to justify why competition was not used to determine "Best Value" for a procurement. This form is designed to assist faculty and staff in communicating the requirements of the purchase, explain the lack of competition and identify the supplier.
F
Request for Fee Exemption  
Faculty Salary Election Agreement  
Used to elect salary payment options by faculty employees.
Fee Waiver for Qualifying Educational Programs  
Used to request waiver of mandatory fees as allowed by the Board of Regents incidental fees policy.
Fire Science Exemption  
Used by firefighters enrolled at UTSA in Fire Science courses to obtain a tuition exemption for eligible classes.
Non Mandatory Fee Request Form  
Used to request a change to an existing approved mandatory fee.
Form 9  
Sample document used to process payment vouchers for LERR and capital projects managed by OFPC.
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.
G
Gen. Contractor CSP Agreement  
The CSP Agreement template is used in conjunction with the RFP Construction to form an agreement between UTSA and General Contractor.
Guaranteed Tuition Plan Application Form  
Guaranteed Tuition Plan application.
H
HUB Subcontracting Plan  
HSP Subcontracting Plan  
It is the policy of The University of Texas at San Antonio to promote and encourage contracting and subcontracting opportunities for Historically Underutilized Businesses (HUBs) in all contracts. Accordingly, The University of Texas at San Antonio has adopted “EXHIBIT A, Policy on Utilization of Historically Underutilized Businesses". The Policy applies to all contracts with an expected value of $100,000 or more.
I
Inventory Reconciliation  
Used to complete the annual inventory account reconciliation process.
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.
Institutional One-Time Funding Request Form  
Used to process One-Time funding requests.
J
Journal Upload Spreadsheet  
To be used by departments in the IDT process or for allocation of costs that require a journal entry
M
Monthly Financial Report Certification Statement  
Monthly Financial Report certification.
Motor Vehicle Rental Exemption Certificate  
Texas Comptroller of Public Accounts form used by UTSA travelers to claim exemption from paying the motor rental receipt tax when traveling on official business.
Major Porject Request Form  
Missing Property/Reinstatement  
Used to report UTSA equipment as missing or to reinstate items previously reported as missing.
Mileage/Parking Log for Travel Reimbursement  
Used to request reimbursement for mileage and/or parking expenses incurred while traveling on official university business. Note: If applicable, click Options>Enable this content>OK to enable Macros.
N
Non-Resident Tuition Waiver Request Form  
Used to request a waiver of non-resident tuition for Teaching Assistant (TA) I/II or Graduate Research Assistant (GRA) employees.
UT System Non Mandatory Fee Increase or New Fee Proposal Form  
UT System Form
Non-Disclosure Form  
The Non-Disclosure Statement is used during the procurement process. Participants in a BID or RFP acknowledges there are no conflicts of interest and agrees to not disclose or otherwise divulge any information pertaining to the contents, status, or ranking of any proposal to anyone other than the evaluation team leader or evaluation team member.
O
Off-Cycle Payroll Check Request Form  
For requesting and processing a manual payroll check between regular scheduled paydays (off-cycle).
P
Procurement Card (Procard) Application and Agreement  
Used by full-time benefits eligible employees to apply for a standard Procard or Procard with Special Event privileges.
Participant Advance for Grants  
Used to request an advance to pay research subjects, or other participants in an approved (sponsored) project.
Project Funding Form  
Form used for all Project funding.
Project Planning Form  
Petty Cash Reimbursement - Athletics Recruitment  
Used to collect petty cash from Fiscal Services for athletics recruitment expenses (approved Petty Cash Account and a Petty Cash Custodian Receipt must be on file).
Procard Transaction Log  
Used by Procard cardholders to record and reconcile Procard transactions.
Permission to Serve Alcoholic Beverages  
UTSA Office of the President form used to request permission to serve alcoholic beverages at any on-campus UTSA sponsored event not involving students, or at an off-campus site where the server is not licensed by the Texas Alcoholic Beverage Commission (TABC).
Peace Officer Exemption  
Used by Texas Peace Officers enrolled at UTSA to obtain a tuition exemption for eligible classes.
Participant Advance  
Used to request an advance to pay research subjects, or other participants in an approved (sponsored) project.
Publication 519 - U.S. Tax Guide for Aliens  
Internal Revenue Service (IRS) form used to assist in preparing tax returns for Aliens.
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.
Petty Cash Change Receipt  
Used by departments with existing petty cash accounts to request changes to a petty cash custodian or dollar amount.
Project Cost Estimate  
Office of Facilities form used to obtain proper approval for institutional projects, set-up account and funding source.
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.
R
Request for Check Pickup  
Used to request pickup of a check by a third party from the Fiscal Services office.
Removal of Equipment  
Used when removing UTSA Controlled/Capital equipment from any campus location for official use.
RFP Services Template  
The RFP Services template is used for the procurement of goods and services utilizing the Request for Proposal procurement method. (Not Facilities)
RFP Construction Template  
The RFP Construction template is used for the procurement of construction services utilizing the Request for Proposal procurement method.
RFQ Construction Template  
The RFQ Construction template is used for the procurement of professional architectural or engineering construction services utilizing the Request for Qualifications procurement method.
Retention Label  
The Retention Label is used to identify individual boxes by department, number, and item description.
Request for Records Storage  
The Records Storage Request is used by departments to provide a general description of records and box numbers to be stored.
Relocation Reimbursement Form (RRF)  
For requesting relocation trip to settle the relocation expenses owed to the employee.
S
Schedule Change Request Form  
For requesting and processing a Schedule Changes.
Special Payment Request Form  
Special Payment Request Form for recurring payment or one time transfers.
Shipping Request Form  
The Shipping Request Form is used to provide Central Receiving with information related to the shipment of goods such as type of shipping requested and the destination for delivery.
Student Travel Authorization Form  
Surplus Property Redistribution Request  
Scholarship/Loan Voucher  
Used to report scholarship awards to the Scholarship office.
Service Center Information Sheet  
Used to establish or update a service center rate, or to add additional activities or services to an existing service center.
State Property Transfer Receipt  
Used to transfer university property to other state agencies, non-state agencies and private organizations.
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.
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.
T
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).
Travel Advance Card Request (TAC)  
Used by eligible employees and students to request a travel advance to pay for allowable expenses while traveling on official UTSA business using the Travel Advance Card (TAC) as the travel payment method.
Travel Reimbursement/Settlement (TRS)  
Request for fee exemption. Used to settle travel expenses incurred while traveling on official UTSA business, regardless of whether a reimbursement will be processed.
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 Sales and Use Tax Exemption Certification (Tax Exempt Certificate)  
Texas Comptroller of Public Accounts form used to claim the right to make a non-taxable purchase for resale, rent or lease of taxable items.
Travel Checklist  
Used as a helpful reminder to complete all functions of travel.
Travel Authorization Form (TAF)  
Use this form to obtain travel authorization during the interim process on any unauthorized travel or to correct any previous travel authorizations.
Travel Advance Request (TAR)  
Used by eligible employees and students to request a travel advance to pay for allowable expenses while traveling on official UTSA business whom prefer to use either Direct Deposit or Check as the travel payment method.
Timesheet Punch Instructions  
Instructional sheet for Punch timesheet user.
Timesheet Punch  
Used by Classified Salary Non-exempt, Hourly, and Work-Study employees to enter time details of hours worked.

      New Time reporting codes (TRC) for Emergency Leave available in PeopleSoft. Please review the criteria for when and how each code is to be used: http://www.utsa.edu/hr/News/2018/10/TimeReportingCodes.html.

Timesheet Elapsed Instructions  
Instructional sheet for Elapsed timesheet user.
Timesheet Elapsed  
Used by salaried exempt employees to report time worked and absences. Employees groups are A&P, Classified Salary Exempt, Faculty, Salaried Students (GRA, GTA, Ras). See instructions for details.

      New Time reporting codes (TRC) for Emergency Leave available in PeopleSoft. Please review the criteria for when and how each code is to be used: http://www.utsa.edu/hr/News/2018/10/TimeReportingCodes.html.

U
UTSA Supplier Information Form  
For adding a new vendor or updating an exisiting vendor entry.
UTShare/PeopleSoft User Access Form  
UTSA Supplier Information Instructions  
Includes instructions for the purpose of the Supplier Information form.
V
Vendor Dispute  
Used to document a vendor dispute over price, quality and/or receipt of goods or services.
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 2019  
Internal Revenue Service (IRS) form used to update federal income tax withholding.
W-7  
Internal Revenue Service (IRS) form used to request an IRS Individual Taxpayer Identification Number.
W-9 Blank Form  
IRS form used to setup or update general vendor information (e.g. company name, company address, tax payer number) in UTShare/PeopleSoft.
W-9 UTSA Form  
Used to send UTSA FEIN information to outside parties.
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.
Wire Transfer Request  
For requesting outgoing wire transfer payments.

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