Forms

Departmental Forms

Accounts Payable

Form	Description
AFPS Instructions	Use this document to aid in completing the Authorization for Professional Services (AFPS).
AFPS Process Checklist	Use this document for information on how to route the AFPS.
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.
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.
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 Receipt Statement	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 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.
Authorization for Professional Services Instructions	Use this document to assist in completion of the AFPS form.
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 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.
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.
Promissory Note	Must be completed with a Travel Authorization to apply for a travel advance.
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.