Resources

Use this form for Service Agreements, Participant Agreements, and Speaker Agreements. If the agreement is for compensation of $15,000 or more, please submit as a purchase order request. 

The following information is required to complete this form:

• Type of contract
• Completed agreement or statement of work, which must include the following information:
  • Contracting party information
  • Description of contract request
  • Dollar amount for compensation
  • Dollar amount for travel (if applicable)
  • Term dates
  • Cost Center/Project ID
  • Scope of work
• Is this an international vendor?

Use this form for funding transfers between cost centers.

Note: If multiple transfers are needed, please submit a form for each transfer.

Use this form when submitting invoices for payment through DTS.

Note: If multiple invoices require payment to the same vendor, please ensure PO number is noted on the invoice. Please submit separate requests for each vendor.

» Texas Prompt Payment Law

The following information is required to complete this form:

• PO number, if associated with UTSA purchase order
• Does this purchase require delivery?
• Vendor name
• Amount to be paid
• Cost Center(s)/Project ID(s)
• Invoice, approval to pay, and other supporting documentation

Use this form for any non-travel expense reimbursement. 
The BSC will process your request within 5 business days.
The following information is required to complete this form:

• Name, email, employee ID and department of employee to reimburse
• Description of expenses and amounts
• Cost Center(s)/Project ID(s)
• Supporting documentation: receipts, approvals, BEFs, mileage/parking logs, etc.

Use this form to request an advance to pay research subjects or other participants in an approved project. This form must be submitted at least 10 business days prior to the project’s human study start date.

The following information is required to complete this form:

• Cost Center/Project ID
• Type of expense
• Total amount
• Attached completed and approved IRB form

Use this form to request procurement of items or services.

Always check the vendor hold status before submitting procurement requests.

» Learn more about vendor holds

The following information is required to complete this form:

• Requested method of purchase
• Does this purchase require delivery?
• Is this a new vendor?
• Is this an international vendor?
• Vendor name
• Cost Center(s)/Project ID(s)
• Product name/description
• Total cost
• If this is an after the fact purchase, please include the justification for purchase and a plan of prevention.
• Include a quote.

Travel authorization requests should be submitted 10 days prior to travel.

The BSC will process requests within 2 business days. Same-day travel requests or requests submitted after travel occurs must be accompanied by a memo from the traveler explaining the reasons for the late request. 

All receipts for authorized travel expenses must be submitted to BSC within 7 days of the travel return date. 

Note: If multiple trips are required, please submit separate requests for each.

» Federal per diem rates
» UTSA Travel Policy
» International Travel Approval 

The following information is required to complete this form:

• Traveler name, email and employee ID
• Destination (city, state)
• Departure and return dates
• Business purpose/reason for travel
• Benefit to the university
• Disposition of duties
• Estimated travel costs
• Cost Center/Project ID

Use this form for employee (faculty, staff or student) travel-related expense reimbursements.

The BSC will process your request within 5 business days.

NOTE: If multiple trip reimbursements are required, please submit separate requests for each.

» UTSA Travel Policy

The following information is required to complete this form:

• Name, email, employee ID and department of employee to reimburse
• Travel Authorization ID
• Travel destination
• Departure and return dates
• Amounts of all associated costs
• Cost Center/Project ID
• Supporting documentation: receipts, mileage logs, etc.

Use this form for vacant and filled position funding change requests (i.e. reclassification, equity reviews, and cost center funding changes).

The following information is required to submit this form:

• VPBA Position Change Request Form (if applicable)
• Employee name
• Position title
• Reports to name
• Start date and end date (if applicable)
• For reclassifications: new title, job code, and job description
• Amount
• Cost Center/Project ID(s)
• Amount and percentages for splitting Cost Centers/Project IDs

Use this form to complete the following eForm requests: 

• Additional Pay
• Job Attribute Change
• Position Attribute Change
• New Position Request
• Termination
• Retirement
• Person of Interest
• Transfer

Note: If multiple eForms are required, please submit separate requests for each. 

Prior to submitting this form to the BSC, please ensure the following information is sent to HR@utsa.edu:

• CBC category
• Job title
• Department and department ID
• Applicant’s legal first and last name
• Applicant’s email
• Supervisor/hiring manager email 

This step MUST be completed before submitting the eForm. 

Additionally, you must submit the Acknowledgement of Service without Salary form and its supporting documentation. This form must be filled out completely, including the Criminal Background Check (CBC) submission date and the dates of service. 

Use this request form for hiring new employees. 

If multiple hires are required, please submit separate requests for each.

Note: For student hires, please use the New Student Hire Request form. 

The following information is required to complete this form:

• New employee name (last, first)
• Is the employee new to UTSA?
• Employee phone number, email, physical address, gender, and SSN
• Position Title and ID
• Pay type (monthly or hourly)
• Rate of pay
• Hours per week
• “Reports to” name (if different from requestor)
• Start date
• End date (if applicable)
• Is this a new position to your department?
• Cost Center/Project ID(s) for funding
• Supporting documentation (approvals, signed offer letter, etc.)

Use this request form for new student hires for the fall/spring/summer semester. New student hires include undergraduate assistants, undergraduate research assistants, graduate assistants, graduate research assistants, teaching assistants (I/II), assistant instructors and work studies. 

Requests will always follow the timelines for eForm submissions as set by UTSA People Excellence. This may result in a temporary delay in processing.

Note: If multiple hires are required, please submit separate requests for each. 

The following information is required to complete this form:

• New employee name
• Is the student transferring from a current, active position in a different department?
• Is the student a new hire or re-hire?
• For new hires: phone number, email, physical address, gender, SSN, date of CBC submission, and category of CBC
• Position department
• Position title
• Position ID
• Pay type (monthly or hourly)
• Rate of pay
• Hours per week
• “Reports to” name (if different from requestor)
• Start and end date
• Funding source (Cost Center/Project ID)
• List of assigned courses (if applicable)
• Supporting documentation and justifications

This form is required to request the creation of a new position, reclassify a position, fill a vacant position or to request a compensation change. Please attach the fully completed and signed Position Change Request Form when completing the eForm request.

*Please complete the form with as much information as possible. Missing information delays the review process.

Use this form for requests to supplement the base salary of staff employees asked to assume additional duties, on a temporary basis, outside of their current job requirements. Supplement amounts typically range from 10% to 20% of the employee's base salary for the time period specified. If the requested supplement amount exceeds this standard range, please coordinate with HR Compensation prior to submitting the supplementation request.

The request is completed prior to the employee assuming additional duties, or shortly thereafter, and must be received in Human Resources by the posted deadline provided on the HR Processing Calendar to allow sufficient time for review.

The following information is required to complete this form:

• Department information
• Employee information
• Supplement information
• Reason for payment