UT Forms – Accounting, Payroll, Travel, Inventory & Administrative

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. DDCE OOEF’s can be found in your DocuSign Shared With Me Templates: https://docusign.utexas.edu/
• Manual IDT Form*
  Departments should use this form when none of the existing VT5 or VT6 formats apply and when a new VT5 or VT6 format is not warranted. This form should be used infrequently. Forward the completed Manual IDT form to Payment Information at mail code K5300 along with any necessary supporting documentation.
• Payee Information Form (PIF)*
  See Purchasing Forms.

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.

MAINFRAME ACCESS

• *DPUSER Special Status Request*

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.
• Electronic Funds Transfer (EFT) Authorization Form* – All other Vendors
  Use this form to request direct deposit for vendor funds.
• Vendors must complete the Direct Deposit Authorization form to have direct deposit. Once completed, submit the completed form to the Vendor Identification (VID) Section by campus mail D9600, by fax to 512-471-5178, DocuSign or by scan and upload of completed form via the UTBox Upload Widget.

IMPREST FUND (PETTY CASH) 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*(EICCC)
• Business Contract Review Checklist (BCRC) The Business Contract Review Checklist can be found in your DocuSign Shared With Me Templates: https://docusign.utexas.edu/

• Interagency Cooperation Contract (IAC)
•  Payee Information Form (PIF)*

INSURANCE FORMS

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

INVENTORY FORM, UT 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*

NEW ACCOUNT REQUEST FORM
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*

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

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.

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 with the Scholarship Section of Payment Services. This form is generated by GLACIER Tax Prep, which is administered for all University of Texas at Austin international students by the International Office. 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.

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 Administration Services for instructions on completing this form.

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 The Travel Cash Advance Request Form can be found in your DocuSign Shared With Me Templates: https://docusign.utexas.edu/

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

TRAVEL FORMS

• Texas Hotel Occupancy Tax Exemption Certificate
• Travel Exception Request Form The Travel Exception Request Form can be found in your DocuSign Shared With Me Templates: https://docusign.utexas.edu/

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 *

VEHICLE FORMS

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

WIRE TRANSFERS

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