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)-Business and Travel Expense Only

This form should be used by requesting departments to reimburse contracted professionals for travel expenses. Receipts are required.

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.

Employee EFT Reimbursement

This form should be completed for employee EFT reimbursement.

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-8BEN: Certificate of Foreign Status of Beneficial Owner for United States Tax Withholding

You must give Form W-8BEN to the withholding agent or payer if you are a foreign person and you are the beneficial owner of an amount subject to withholding. Submit Form W-8BEN when requested by the withholding agent or payer whether or not you are claiming a reduced rate of, or exemption from, withholding.

Instructions for Form W-8BEN

Instructions for Form W-8BEN

W-8BEN-E: Certificate of Status of Beneficial Owner for United States Tax Withholding and Reporting (Entities

You must give Form W-8BEN-E to the withholding agent or payer if you are a foreign entity receiving a withhold-able payment from a withholding agent, receiving a payment subject to chapter 3 withholding, or if you are such an entity maintaining an account with an FFI requesting this form.

Instructions for Form W-8BEN-E

Instructions for Form W-8BEN-E

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.

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.

Sole Source or Emergency Purchase Justification (For Noncompetitive Purchases over $10,000)

Used to justify the business reason why the order should be placed as an exception to the normal competitive bidding rules.

UT Dallas Sales Tax Exemption Form

Proof of UT Dallas sales tax exemption.

One 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.

One Card Application Form

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

One Card Exception Form

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

Travel Management

Form

Description

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.

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 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.

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 or Non Itemized Receipt

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

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.

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.

Student/Team/Group Foreign Travel Authorization (Exhibit B14-F)

Must be completed by the group sponsor prior to foreign 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 Funds Advance Request

Most travelers will use their personal credit cards to incur expenses and will file for a reimbursement after completion of travel. On occasion, a traveler may request a travel advance. The typical form of a travel advance is a prepaid credit card with a specific balance and time frame for use. In order to request a travel advance, please complete the Travel Funds Advance Request and Travel Authorization forms.

Make sure to submit your request to purchasingcard@utdallas.edu no later than 10 days before travel.

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.