Forms

Forms listed with "*" are interactive PDF documents. You can enter the required information directly on to the form and then print it. You will need the full version of Adobe Acrobat to save the entered information.

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A

Accounts Payable Forms

• Official Occasion Expense Form*
  
  This version of the Official Occasion Expense Form is optional, but the form includes all data necessary to process a reimbursement request for an official occasion or entertainment expenses.  Departments may use a form of their own design as long as it includes the same information as Payment Services Official Occasion Expense form. 
• Manual IDT Form*
  
  For the approved Manual IDT template in DocuSign, contact Records and Information Management Services rims@austin.utexas.edu.
• Payee Information Form (PIF)*
  
  See Purchasing Forms.

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C

Cash Advance Forms

Study Participants

• Participant Study Cash Advance Form*
• Summary Reconciliation Sheet*
• Individual Participant Form*
  
  Use this form to document payments of more than $600 per calendar year to individual research subjects and survey participants.
• Multiple Participant Form*
  
  Use this form to document payments of $600 or less per calendar year to multiple research subjects and survey participants.

Credentialing Document for Essential Personnel to Travel to UT Property for Work

Many staff members have requested official documentation to have available while commuting to and from work in order to perform essential and core job duties. An official document can now be generated through DocuSign. For detailed instructions, information on document routing, and a link to the form, visit the DocuSign Business Forms: Essential Personnel web page.

Travel

• Travel Cash Advance Request Form
• Travel Cash Advance Reconciliation Form – Less Than One Week
• Travel Cash Advance Reconciliation Form – More Than One Week

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D

• *DPUSER Special Status Request*

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E

Electronic Funds Transfer (EFT) Authorization Forms

• Electronic Funds Transfer (EFT) Authorization Form* - Students and Scholarship/Fellowship Recipients Only
  
  Use this form to request direct deposit for your student and scholarship/fellowship funds.
• UT Departmental Contacts should launch the EFT DocuSign PowerForm (All non-student and non-employee payees/vendors): https://docusign.utexas.edu/direct-deposit (EID+Duo required)
  
  Use this form to request direct deposit for vendor funds.

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I

Imprest Fund Management Forms

Contains information related to handling Imprest Funds including reconciliation and petty cash handling. See also the associated

• Form AC217-1*
  
  Use this form to fill out the Cash Imprest Fund Disbursement Log for the purpose of maintaining a permanent record of incoming reimbursement checks.
• Form AC217-2*
  
  Use this form to fill out the Receipt Itemization for the Imprest Fund Reimbursement Voucher which have multiple receipts.
• Form AC217-3*
  
  Use this form to fill out the Cash Imprest Fund Reconciliation Sheet which is used to maintain documentation of the total amount of the fund.
• Form AC217-4*
  
  Use this form to fill out the Imprest Fund Bank Account Reconciliation which should be reconciled monthly between the bank account and the fund.
• Form AC217-5*
  
  Use this form to fill out the Changes to Petty Cash Funds for changes in custodians, location of the fund, etc and signed by responsible person.

Independent Contractor Forms

Use these forms to authorize payment for professional services.

• Employee/Independent Contractor Checklist*
• Interagency Cooperation Contract (IAC)

Insurance Forms

• Automobile Physical Damage Insurance Request*
• Equipment Insurance Request Form**
• Potential Claim Incident Report*

Inventory Forms, The University of Texas at Austin

• Self Tagging Template**-New
• Equipment Located off Campus*
• Property Transfer Receipt (Agencies)**
• Property Transfer Receipt - Non-Texas State Agency Incoming **
• Physical Inventory Certification Form **
• Inventory Removal Request**
• Inventory Removal Request (25K+) Form**
• Vehicle Purchase and Title Transfer Forms – See Vehicle Forms
• Release Form for IT Equipment**- New
• PI Transfer (Non-Agencies - Outgoing)**- New

Inventory Forms, U.S. Government

• DD1149—Requisition and Invoice/Shipping Document*
• DD1348—Single Line Item Requisition System Document*

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L

Loan Forms

• Automatic Payment Request/Authorization Form*
  
  Use this form to authorize monthly electronic funds transfer (EFT) payments for your Perkins or Nursing Faculty loan.

Loan Forms, Nursing Faculty Loan Program

• Nursing Faculty Loan Program Certification of Military Deferment Status*
  
  Use this form to request a deferment of your Nursing Faculty loan due to active-duty service as a member of a uniformed military service of the United States, the National Oceanic and Atmospheric Administration Corps, or the Public Health Service Commissioned Corps.
• Nursing Faculty Loan Program Request for Forbearance*
  
  Use this form to request that your Nursing Faculty loan be placed in a forbearance status due to economic hardship, prolonged illness, or unemployment.
• Nursing Faculty Loan Program Request for Partial Cancellation*
  
  Use this form to request a partial cancellation of your Nursing Faculty loan due to completion of a year of full-time employment as a faculty member at a school of nursing.
• Nursing Faculty Loan Program Request for Postponement of Installment Payment*
  
  Use this form to request that your Nursing Faculty loan payments be postponed due to full-time employment as a faculty member at a school of nursing.
• Nursing Faculty Loan Release Authorization*
  
  Use this form to designate another individual to handle the affairs of your Nursing Faculty loan.

Loan Forms, Perkins

• Perkins Loan Internship/Residency Deferment Request*
  
  Use this form to request a deferment of Perkins loan payments due to participation in an internship or residency program.
• Perkins Loan Law Enforcement/Corrections Officer Deferment Request*
  
  Use this form to request a deferment of Perkins loan payments due to employment as a a law enforcement or corrections officer.
• Perkins Loan Military Deferment/Cancellation Request*
  
  Use this form to request a deferment or cancellation of Perkins loan payments due to service in the U.S. Air Force, Navy, Army, Marine Corps, or Coast Guard in an area of hostility for 12 months or more.
• Perkins Loan Nurse/Medical Technician Deferment Request*
  
  Use this form to request a deferment of Perkins loan payments due to employment as a nurse or medical technician.
• Perkins Loan Peace Corps Deferment Request*
  
  Use this form to request a deferment of Perkins loan payments due to participation in the Peace Corps or a comparable program.
• Perkins Loan Provider of Service to Low-Income/High-Risk Children/Families or Early Intervention Deferment Request*
  
  Use this form to request a deferment of Perkins loan payments due to employment as a provider of service to high-risk, low-income families, or provider of early intervention services.
• Perkins Loan Release Authorization*
  
  Use this form to designate another individual to handle the affairs of your Perkins loan.
• Perkins Loan Request for Financial Hardship Deferment*
  
  Use this form to request a deferment of Perkins loan payments due to economic hardship, unemployment, poor health, or service in the military, Americorps, military mobilization, or other national emergency.
• Perkins Loan Student Deferment Request*
  
  Use this form to request a deferment of Perkins loan payments due to status as a student or fellow in an undergraduate, graduate, post-graduate, fellowship, or rehabilitation training program.
• Perkins Loan Teacher Deferment/Cancellation Request*
  
  Use this form to request a deferment or cancellation of Perkins loan payments due to status as a full-time teacher in a low-income school, Head Start pre-school, special education, handicapped education, or any field of expertise where the state education agency determines that there is a shortage of qualified teachers.

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N

New Account Request Forms

To have a new account or budget group created.

• Educational and General Accounts*
• Non-Educational and General Accounts*

Notary Forms

• Application for Appointment as a Texas Notary Public without Bond* - Instructions
• Notary Acknowledgement*

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P

Payroll Forms

• I-9—Employment Eligibility Verification*
• Payroll Services Employee Information (PSEI) Form*
• Salary Spread Request Form*
• W-4—Employee's Withholding Allowance Certificate*

Petty Cash Forms - See Imprest Fund Management Forms

Purchasing Forms

• Application for Duty-Free Entry of Scientific Instrument or Apparatus*
• Emergency Justification Form - Replaced with Exclusive Acquisition Justification Form
• Payee Information Form (PIF)*
  
  Use this form to set up vendor identification (VID) numbers. Completed forms should be sent to the Vendor Identification (VID) Section.
• Procurement Card Transaction Log**
• Procurement Card Missing Receipt Form*
• Procurement Card Cancellation Acknowledgement Form*
• Request for Exclusive Acquisition Justification Forms
  • Exclusive Acquisition Justification Form*
  • Exclusive Acquisition Justfication Form Template for Original Equipment Manufacturer (OEM) for Maintenance and Repair*
  • Exclusive Acquisition Justfication Form Template for Software Maintenance Agreement with Original Licensor*
  • Exclusive Acquisition Justification (EAJ) Form Instructions and Samples*
• Vehicle Purchase and Title Transfer Forms – See Vehicle Forms

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R

Records Management Forms

• Request to Dispose of Records Form*
  
  Use this form to request to dispose of records that have met their retention schedule. Completed forms should be sent to Records Management Services.

Refund Forms

• Request for Refund of General Property Deposit*
  
  After leaving the University with no intention to return, complete this form to request a refund or to donate your GPD to the Student Property Deposit Scholarship Fund.

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S

Scholarship/Fellowship Forms

• Payee Information Form (PIF)*
  
  The FRMS Scholarship/Fellowship system displays a message to the document creator when a PIF is required for the recipient. The department must obtain a completed PIF from the recipient to verify the recipient's taxpayer number, address, and nationality.  Scan and upload the PIF via the secure UTBox Upload Widget, (https://financials.utexas.edu/submit-file-to-vid), or refer to the PIF Checklist for other delivery methods.   
• Scholarship/Fellowship Award Documents
  
  These documents are prepared electronically in the FRMS Scholarship/Fellowship System for payments of scholarship/fellowship awards.
• W-8BEN Form
  
  A foreign student is subject to a 14 percent withholding tax unless a completed W-8BEN Form is on file. This form is generated for eligible international students by GLACIER, which is administered by the Tax Services department. This form is good for three years.

• UT Austin Service Center Forms
  • UT Austin Department Self-Certification Form**
  • UT Austin Single Rate Request Package**
  • UT Austin Multirate Request Package**

Signature Desk Request Forms

• Signature Desk Request Form
  
  Use this form to manage unit codes, electronic offices, and manual signature authorizations.

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T

Tax Forms

• Request for W-9 & Credit Letters
  
  Use this form to request that Administration Services submit Requests for Taxpayer Identification Number and Certification (W-9) and Credit Reference Letters on your department's behalf.
• Texas Sales Tax Exemption Certificate - Instructions
  
  The Texas Sales Tax Exemption Certification is available from the Texas Comptroller of Public Accounts. This form should only be used for official University business. Please visit Tax Services for instructions on completing this form.

Travel Forms

• Texas Hotel Occupancy Tax Exemption Certificate

TXShop Forms

• Billcode Form*
• TXShop Account Change Request Form *
• TXShop Administrator Authorization Request Form *
• TXShop New Store Request *
• TXShop Service Level Agreement *
• TXShop Supplemental Information *
• UBIT Questionnaire*— UBIT Guidelines *

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V

Vehicle Forms

• Parking and Transportation Services Forms & Policies Web page, New Vehicle Purchase Request form

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W

Wire Transfers

• Wire Transfer Information Form*
• State of Texas Purchase Voucher*
• Wire Transfer and Foreign Draft Instructions*

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* Note: PDFs are best viewed with Adobe Acrobat Reader 6.0 or later. Earlier versions may result in the incomplete rendering of information. A free update of Adobe Acrobat Reader may be obtained from Adobe.

** Note: This document requires that you be able to view Excel documents. A free Excel viewer may be obtained from Microsoft.