Handbook of Business Procedures
Business 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 | Top of page

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 the Office of Accounting Official Occasion Expense form. 
• 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.

C | Top of page

Cash Advance Forms

• Individual Participant Form*
  Summary Reconciliation Sheet*
  Use these forms to document payments of more than $450 per calendar year to individual research subjects and survey participants.
• Multiple Participant Form*
  Use this form to document payments of $450 or less per calendar year to multiple research subjects and survey participants.

D| Top of page

• *DPUSER Special Status Request*

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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.

Electronic Office Management Forms

• Electronic Office Manager Request*
  Use this form to designate a new electronic office manager.
• Move Unit to Office Request*
  Use this form to move units into electronic offices.
• Signature Authorization Request*
  Use this form to update manual signature authorizations.
• Unit Code Update Request*
  Use this form to update a unit code administrator, update a unit code title, or to delete a unit code.
  In order to create a new unit code, e-mail your request to oa.signaturedesk@austin.utexas.edu.
• Creating an Electronic Office Checklist*
  Use this checklist to gather the information necessary to create a new Electronic Office.
• Delete an Electronic Office Request *
  Use this checklist to decided if an electronic office can be deleted by the Electronic Office Manager.

I | Top of page

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.

• Authorization of Professional Services Form (APS)*
• Employee/Independent Contractor Checklist*
• Interagency Cooperation Contract (IAC)

Insurance Forms

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

Inventory Forms, University of Texas at Austin

• Equipment Located off Campus*
• Inventory Removal Request*
• Physical Inventory Certification Form*—(Certification form instructions)
• Request for Transfer of Equipment*

Inventory Forms, U.S. Government

• DD250—Material Inspection and Receiving Report*
• DD1149—Requisition and Invoice/Shipping Document*
• DD1348—Single Line Item Requisition System Document*
• DD1662—DOD Property in the Custody of Contractors*
• DOE F 4300.3—Semi-Annual Summary Report of DOE-Owned Plant and Capital Equipment*
• NF1018—NASA Property in the Custody of Contractors*

L | Top of page

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.
• UT EID Upgrade Application and Electronic Agreement*
  Use this form to upgrade your UT Electronic ID (EID) if necessary to establish automatic loan payments.

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.

N | Top of page

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*

P | Top of page

Payroll Forms

• Communication Device Allowance Request*
• Departmental (Manual) Payroll Voucher*
• I-9—Employment Eligibility Verification*
• Payroll Services Employee Information (PSEI) Form*
• Salary Spread Request Form*
• U.S. Savings Bond Payroll Authorization*
• 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*
• Correction/Change Notice*
• Customer Survey*
• Emergency Justification Form*
• Non-Competitive Pricing Memo* (required on federal contract funds)
• Payee Information Form (PIF)*
  Use this form to set up vendor identification (VID) numbers. Completed forms should be sent to the Accounting Office.
• Procurement Card Statement of Disputed Item*
• Procurement Card Transaction Log**
• Sole Source/No Substitute Justification Letter*

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Records Management Forms

• Request for Internal Approval to Dispose of State Records*
  Use this form to request to dispose of records that have met their retention schedule. Completed forms should be sent to Records Retention.

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.

S | Top of page

Scholarship/Fellowship Forms

• Payee Information Form (PIF)* When the scholarship/fellowship recipient does not have a student record or is not currently enrolled, a PIF is required to verify the taxpayer number, address, and nationality. Use this form to set up vendor identification (VID) numbers. Completed forms should be sent to the Purchasing Office.
• Scholarship/Fellowship Award Documents are prepared for payments of Scholarship/Fellowship awards. These are prepared as electronic documents in *DEFINE using the SS1 command.
• W-8BEN Form
  A foreign student is subject to a 14% withholding tax unless a completed W-8BEN Form is on file in Payroll. This form is obtainable from the International Office after it has been verified that the student's country has a tax treaty with the United States. It is the responsibility of the student to sign and return to The Office of Accounting. This form is good for 3 years.

Service Center Request Forms

• UT Austin Service Center Instructions*
• UT Austin Rate Request Packages
  • UT Austin Single Rate Request Package**
  • UT Austin Multirate Request Package**

Signature Authorization Request Forms

• Signature Authorization Request*
  See Electronic Office Management Forms

T | Top of page

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.

Travel Forms

• Texas Hotel Occupancy Tax Exemption Certificate

TXShop Forms

• Billcode Form*
• TXShop Account Change Request Form*
• TXShop Supplemental Information*
• UBIT Questionnaire*—UBIT Guidelines*

V | Top of page

Vehicle Rate Forms

• Vehicle Rate Request**

W | Top of page

Wire Transfers

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

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