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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.

 

 

What's New
10/27/2014: Relocation Reimbursement Form - Updated Mileage rate
10/24/2014: Direct Deposit Form - Employee Payroll (Payroll Services) - Clarified form instructions.
10/22/2014: Fee Request Form & Cost Justification Worksheets - Updated DEFINE information for transition to PeopleSoft.
10/20/2014: Time Sheet Punch - Updated formats of fields and added Voting absence event.
10/20/2014: Time sheet Elapsed - Updated formats of fields and added Voting absence event.
09/30/2014: Designated Tuition Set Asides: B-On-Time and Doctoral Set Aside Financial Aid Budget Reconciliation Form - Updated DEFINE information for transition to PeopleSoft.


Select the department owner/host:

 

Form Name Description
A B C D E F G H G I J K L J M N O P Q R S T U V W X Y Z

B

Budget - Annual Operating Budget - 18-Accounts Used by UTSA service centers to establish budgets based on estimated costs and revenue projections for the annual budget process.
Business Expense Form (BEF) Used to record all expenses incurred for entertainment and hospitality regardless of whether a reimbursement will be processed.

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.
Certification of Departmental Annual Physical Inventory Used to certify department inventory annually.
Chart of Accounts Maintenance Request Form Chart of Accounts Maintenance Request Form.
Chart of Accounts Maintenance Request Form Instructions Chart of Accounts Maintenance Request Form Instructions.
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).
Citibank® Affidavit of Unauthorized Use Used to dispute fraudulent transactions 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).
Citibank® Government Cards Cardholder Dispute Form Used to dispute transaction discrepancies for Procard or travel card (TAC or CLIBA card) related purchases.
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.
Contractor Furnished Equipment (CFE) Used to record an item that is furnished to the University by a contractor as a part of construction projects.
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.
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.

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.
Deferred Maintenance Transaction Request Form Used to establish or reduce budgets and closeout accounts for Deferred Maintenance projects.
Departmental Budget Journal Transfer Request Form Used for Departmental Transfers and Expense/Revenue Adjustments
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 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.
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 (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.

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.
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.
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.
Guaranteed Tuition Plan Application Form Guaranteed Tuition Plan application.

I

Interdepartment Transfer Voucher Used to process original charges between departments for goods or services rendered.
Inventory Contact Person (ICP) Appointment Used annually to designate individuals as departmental inventory custodians.
Inventory Reconciliation Used to complete the annual inventory account reconciliation process.
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.
Journal Upload Spreadsheet To be used by departments in the IDT process or for allocation of costs that require a journal entry
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.
Missing Property/Reinstatement Used to report UTSA equipment as missing or to reinstate items previously reported as missing.
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.
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.
Off-Cycle Payroll Check Request Form For requesting and processing a manual payroll check between regular scheduled paydays (off-cycle).
Participant Advance Used to request an advance to pay research subjects, or other participants in an approved (sponsored) project.
Participant Advance for Grants Used to request an advance to pay research subjects, or other participants in an approved (sponsored) project.
Peace Officer Exemption Used by Texas Peace Officers enrolled at UTSA to obtain a tuition exemption for eligible classes.
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).
Petty Cash Change Receipt 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.
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.
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.
Project Cost Estimate Office of Facilities form 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.
Relocation Reimbursement Form For requesting relocation trip to settle the relocation expenses owed to the employee.
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 Non-Grant Retro Funding Change Requiring Journal Correction This form will only be used to request retro-funding changes for non-grant cost centers dated prior to 5-1-2014. Please use the UTSA Research "Cost Transfer/Voucher Correction Request form for Salary/Wages" to request retro grant funding changes.
Request for One-Time DBT Funding Change Use of this form is limited to special-one time funding requests such as limit amounts or inability to enter a funding change through the PMC DBT due to an exceptional circumstance.
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.
Schedule Change Request Form For requesting and processing a Schedule Changes.
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.
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.
Special Payment Request Form Special Payment Request Form for recurring payment or one time transfers.
State Property Transfer Receipt Used to transfer university property to other state agencies, non-state agencies and private organizations.
Statement of Accounts certification Statement of accounts certification.
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.
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) 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.
Time sheet 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.
Time Sheet Elapsed Instructions Instructional sheet for Elapsed timesheet user.
Time Sheet Punch Used by Classified Salary Non-exempt, Hourly, and Work-Study employees to enter time details of hours worked.
Time Sheet Punch Instructions Instructional sheet for Punch timesheet user.
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 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.
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 Reimbursement/Settlement (TRS) Used to settle travel expenses incurred while traveling on official UTSA business, regardless of whether a reimbursement will be processed.
UTSA Supplier Information Form For adding a new vendor or updating an exisiting vendor entry.
UTSA Supplier Information Instructions Includes instructions for the purpose of the Supplier Information form.
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-4 2014 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-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 Form Used to send UTSA FEIN information to outside parties.
Wire Transfer Request For requesting outgoing wire transfer payments.

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