Forms | Procurement | The University of Texas at Dallas
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Forms

Departmental Forms

Accounts Payable

Form

Description

Authorization for Professional Services (AFPS)

This form should be used by requesting departments to receive approval for contracted professional services.

Authorization for Professional Services (AFPS) for Payments Less than $600

This form should be used by requesting departments to receive approval for contracted professional services that will less than $600 each calendar year.

Direct Deposit for Vendors

This form should be completed for vendor direct deposit authorization.

Purchase Voucher

This form should be completed to request reimbursement for payment of goods or services.

Request for Payment/Reimbursement of Business Expense

This form should be used to request a reimbursement of any business expense. See the Entertainment and Official Occasions Policy for UT Dallas guidelines on what constitutes allowable business expenses.

W-9 Form

A W-9 should be completed for all new vendors and submitted to Accounts Payable. Please note that a new W-9 must be completed if tax classification changes.

Purchasing

Form

Description

Certificate of Insurance Example

See this document for an example of a Certificate of Liability Insurance.

Certificate of Insurance Guidelines

Purchasing must have a current Certificate of Liability Insurance for any company or contractor doing work on the UT Dallas campus. See this document for additional information.

How to Check Open Encumbrances

This quick guide will walk you through how to check open encumbrances in peoplesoft.

Emergency or Sole Source Justification Form

State of Texas law and UT Dallas policy required competitive bidding for procurements over $10,000 unless it qualifies as an Emergency of Sole Source procurement. See this form for additional guidelines.

Procurement Guidelines

A quick reference document on how to purchase at UT Dallas.

UT Dallas Sales Tax Exemption Form

Proof of UT Dallas sales tax exemption.

Purchasing Card

Form

Description

Dispute Form

If a cardholder finds an incorrect or unrecognizable transaction and a resolution cannot be handled with the vendor, please complete this form and fax it to the CITI Bank contact listed on the dispute document.

Lost or Non Itemized Receipt

To be submitted in lieu of missing receipt with monthly cardholder activity reports.

Purchasing Card Application Form

Use this form to apply for a University Purchasing Card. Completed forms can be emailed to purchasingcard@utdallas.edu.

Purchasing Card Exception Form

Use this form to request a transaction limit or restricted purchase exception.

Purchasing Card Program Guide

Additional information for Purchasing Card holders

Travel Management

Form

Description

Airfare Contract Rates

External link to the Texas Comptroller’s Website. Contract fares are available only for state business purposes, can be booked through the university’s contracted travel agencies, and allow changes or refunds to be made to the purchased tickets.

Authorization for Professional Services (AFPS)

Must be completed by hiring department for all non-university employees who will be performing compensated services as an independent contractor. This form is used as a substitute for the Travel Authorization form for these types of non-employees when travel is required to provide the service.

Authorization for Professional Services for Payments under $600

Use this form in lieu of the typical AFPS if the payment to the independent contractor will be less than $600 in a calendar year.

Checklist for Booking Guest Travel in Concur

An optional form to help travel arrangers gather the appropriate information in order to book guest travel.

Domestic Meals and Lodging Rates (Per Diems)

External link to per diem rates for foreign travel.

Fly America Act Justification Form

Must be completed by traveler to justify use of a foreign flag air carrier for any part of foreign travel.

Fly America Act Waiver Checklist

Use this form to assist in determining qualification for a waiver of the restrictions of the Fly America Act.

Foreign Currency Converter

External link to aid in completion of a reimbursement request when converting foreign currency to US dollars.

Hotel Reference Sheet

Local hotel information including direct bill capability, special rates, and contact information.

Hotel Tax Exemption Certificate

Complete this form and give to your hotel to claim State of Texas tax exemption.

Hotel Tax Exemption Proof

A supplementary form to accompany the Hotel Sales Tax Exemption Certificate.

Indemnification/Release Form for Adult Travelers (Domestic)

Must be completed by any student over the age of 18 traveling to a domestic destination on behalf of the university.

Indemnification/Release form for Adult Travelers (Foreign)

Must be completed by any student over the age of 18 traveling to a foreign destination on behalf of the university.

Indemnification/Release Form for Minor Travelers (Domestic)

Must be completed by any student minors under the age of 18 traveling to a domestic destination on behalf of the university.

Indemnification/Release Form for Minor Travelers (Foreign)

Must be completed by any student minors under the age of 18 traveling to a foreign destination on behalf of the university.

Lost Receipt Statement

To be submitted in lieu of missing receipt with a reimbursement request.

Local Direct Bill Request

Use this form to request direct billing from a local hotel. Please note that only hotels on the Hotel Reference Sheet have direct billing capability.

Medical Information/Release Form for Adult Travelers

Must be completed by any student over the age of 18 prior to travel.

Medical Information/Release Form for Minor Travelers

Must be completed by any student under the age of 18 prior to travel.

Travel Funds Advance Request

Must be completed with a Travel Authorization to apply for a travel advance.

Quick Guide for Booking Guest Travel in Concur

This guide takes the travel arranger through the steps to book guest travel in Concur..

Quick Guide on Booking Travel in Concur

This guide takes you step-by-step through booking travel on Concur (for yourself or another UT Dallas employee).

Quick Guide on How to Create a Concur Profile

This guide takes you through the steps on how to register for Concur and create a traveler profile.

Quick Guide on How to Enable E-Receipts in Concur

This guide details the process of how to enable the e-receipt function in Concur, allowing the traveler to receive electronic receipts in their Trip Library from participating airlines, rental car agencies, and hotels.

Report of State Agents Traveling to Washington, D.C.

External link to information regarding state funded travel to Washington D.C. to engage in activities related to obtaining or spending federal funds, or to impact federal policies.

Request for Approval by President for State Employees Traveling to Foreign Countries (B16)

This form must be completed prior to travel to a foreign country and routed through necessary approval workflow.

Student/Team/Group Domestic Travel Authorization (Exhibit B14-D)

Must be completed by the group sponsor prior to domestic travel.

Team/Group Disbursement Register

May be completed by a group sponsor for meal disbursements.

Travel Advance Card Affidavit

Must be completed upon pick up of any travel advance.

Travel and Risk-Related Activities Policy

UT Dallas’s Student Travel Policy for university organized or sponsored events.

Travel Authorization Form

In order to centrally bill or request reimbursement, the Travel Authorization Form must be completed prior to coordinating travel for employees, prospective employees or students.

Travel Authorization Instructions

Use to aid in completion of the Travel Authorization form.

Travel Voucher

Use this form to request reimbursement for out-of-pocket expenses incurred during university related travel.

Travel Voucher Instructions Instructions to aid in completion of the Travel Voucher.