Forms and Worksheets

Travel Services Forms

• Mileage/Parking Log for Travel Reimbursement: Used to 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.

• Request for Travel Authorization (RTA): Used to authorize travel when an electronic document cannot be created.

• 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.

• 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.

• Travel Reimbursement/Settlement (TRS): Used to settle travel expenses incurred while traveling on official UTSA business, regardless of whether a reimbursement will be processed.

*For a list of student related travel forms and student travel policy, see the Student Travel website.

Disbursements Forms

• Direct Deposit - Non-Payroll: Used to setup or make changes to existing direct deposit authorization for non-payroll related reimbursements.

• Direct Deposit - Vendor: Used to setup direct deposit for vendor payments and reimbursements.

• 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.

• 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.

• Interdepartment Transfer Voucher: Used to process original charges between departments for goods or services rendered.

• 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.

• 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.

• Participant Advance: Used to request an advance to pay research subjects, or other participants in an approved (sponsored) project.

• 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).

• Request for Check Pickup: Used to request pickup of a check by a third party from the Fiscal Services office.

• Scholarship/Loan Voucher: Used to report scholarship awards to the Scholarship office.

• Vendor Dispute: Used to document a vendor dispute over price, quality and/or receipt of goods or services.

• 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.

View all Financial Affairs forms and worksheets.