Welcome to the one-stop resource for forms from the Office of Budget and Finance. 

Use the box below to search the table, or browse a department’s content. Note: some forms may require your UTD Net ID and password or additional steps after you follow the link. 

Accounting & Financial Reporting
Form Type Description Department
Agency Acknowledgement Form PDF This form is used in the process of requesting an agency cost center on behalf of external entities. For more information, please see Agency Accounting. Accounting & Financial Reporting
External Sales Application – Cost Center Request Form PDF The purpose of this form is to capture the essential information related to the pending business activity with external customers and identify potential risks before the activity begins. For more information, please see External Sales. Accounting & Financial Reporting
Plant Funding Request Form PeopleSoft Form To request a new construction project, please complete the Plant Funding Request Form. This form can be accessed through the Galaxy portal, under Gemini Financials > Main Menu > Employee Self-Service > Forms. Once you are on the form, select “Add new value.” For more information, please see Accounting References Accounting & Financial Reporting

Budget & Financial Planning
Form Type Description Department
Department Request Form PeopleSoft Form This form is used to process department updates or request new departments. This form can be accessed through the Galaxy portal, under Gemini HR >Main Menu > Self-Service > Forms > Department Request Form  
ePUR –Position Update/Request PeopleSoft Form This form is used to process vacant position updates or request new positions. This form can be accessed through the Galaxy portal, under Gemini HR > UT Customizations > UTD HR Customizations > ePUR – Position Update/Request. For more information, please see Budget & Financial Planning Training Materials. Budget & Financial Planning

Bursar
Form Type Description Department
Late Fee Appeal Form PDF This form is used to appeal a late fee. For more information, please see Tuition & Fees. Bursar

Contracts Administration
Form Type Description Department
ClinCard Close Out Form Microsoft Excel Use this form to close existing ClinCard studies. Closing a study releases budgeted funds, archives the ClinCard instance, and frees returned cards for use in other studies. For more information, please see ClinCard Payments. Contracts Administration
Schedule of Human Subject Payments Forms Microsoft Excel This form is used to set up a new study or revise an existing study in the ClinCard system. For more information, please see ClinCard Payments. Contracts Administration

Financial Management Services
Form Type Description Department
Attribute and Description Change Form PeopleSoft Form This form is used to request changes to approvers or cost center descriptions. This form can be accessed through the Galaxy portal, under Gemini Financials > Main Menu > Employee Self-Service > Forms. Once you are on the form, select “Add new value.” For more information, please see Cost Center Maintenance Financial Management Services
Cash Fund Verification Form PeopleSoft Form This form is used at the end of each fiscal year to confirm the fund is reconciled to the approved fund amount. This form can be accessed through the Galaxy portal, under Gemini Financials > Main Menu > Employee Self-Service > Forms. Once you are on the form, select “Add new value.” For more information, please see Accepting Payments Financial Management Services
Cost Center Change Request Form PeopleSoft Form This form is used to request chartfield value changes to existing cost centers. This form can be accessed through the Galaxy portal, under Gemini Financials > Main Menu > Employee Self-Service > Forms. Once you are on the form, select “Add new value.” For more information, please see Cost Center Maintenance Financial Management Services
Departmental Deposit Form Microsoft Excel This form is used to record deposits when a department has received cash or checks. For more information, please see Accepting Payments. Financial Management Services
Marketplace Application Form PeopleSoft Form This form is used to begin the process of accepting credit card payments via a web storefront (Marketplace.) This form can be accessed through the Galaxy portal, under Gemini Financials > Main Menu > Employee Self-Service > Forms. Once you are on the form, select “Add new value.” For more information, please see Accepting Payments Financial Management Services
Marketplace Change Request Form PeopleSoft Form This form is used to request changes or updates to existing Marketplace stores or sites. This form can be accessed through the Galaxy portal, under Gemini Financials > Main Menu > Employee Self-Service > Forms. Once you are on the form, select “Add new value.” For more information, please see Accepting Payments Financial Management Services
New Cost Center Request Form PeopleSoft Form This form is used to request new cost centers. This form can be accessed through the Galaxy portal, under Gemini Financials > Main Menu > Employee Self-Service > Forms. Once you are on the form, select “Add new value.” For more information, please see Cost Center Maintenance Financial Management Services
Petty Cash/Change Fund Authorization Form PeopleSoft Form This form must be submitted at the end of each fiscal year in order to retain the funds for the following fiscal year. This form can be accessed through the Galaxy portal, under Gemini Financials > Main Menu > Employee Self-Service > Forms. Once you are on the form, select “Add new value.” For more information, please see Accepting Payments Financial Management Services

Payment Services
Form Type Description Department
Domestic Travel Authorization Form

PDF

This form may be used to document approval for travel. For more information, please see Travel Payment Services
Employee Travel Voucher eProcurement Form This form is used to request reimbursement following employee travel. Once you are logged into eProcurement through the link at left, the forms are listed across the top. For more information, please see Travel Payment Services
Emp. Non-Travel Reimbursement eProcurement Form This form is used to request reimbursement for business expenses. Once you are logged into eProcurement through the link at left, the forms are listed across the top. For more information, please see Travel Payment Services
Extended Stay Travel Form Microsoft Excel This form is used for travel longer than 7 days. Please complete the Extended Stay Travel Form and attach it with the receipts to the Employee Travel Voucher in eProcurement. Payment Services
Hotel Tax Exemption Certificate PDF This form is used when staying in a hotel within the state of Texas, to request exemption from state taxes. For more information, please see Travel Payment Services
Independent Contractor eProcurement Form This form is used to pay individuals providing services who are not affiliated with University. This form can be accessed through the Galaxy portal, under eProcurement > Procurement Management Tools and Forms. Once you are logged into eProcurement through the link at left, the forms are listed across the top. For more information, please see Payments Payment Services
Independent Contractor Certification PDF

This required form is to be attached to all new Independent Contractor forms in eProcurement beginning 09/01/2019.  It is used to track whether we are paying individuals who are receiving Teacher Retirement System (TRS) benefits.  This form will not stop the payment of the individual, only allow tracking. 

Payment Services
One Card Application PeopleSoft form This form is used to apply for a University-issued One Card. This form can be accessed through the Galaxy portal, under Gemini Financials > Main Menu > Employee Self-Service > Forms. Once you are on the form, select “New Form.” For more information, please see One Card. Payment Services
Request for Check eProcurement Form This form is used to pay for guest and student reimbursements; faculty relocations; memberships, registration, conference fees, or subscriptions; payments to the State of Texas or Homeland Security; and others (by special approval only). This form can be accessed through the Galaxy portal, under eProcurement > Procurement Management Tools and Forms. Once you are logged into eProcurement through the link at left, the forms are listed across the top. For more information, please see Payments Payment Services
Student / Team / Group Domestic Travel Authorization (Exhibit B14-D) PDF This form must be completed by the group sponsor prior to domestic travel. For more information, please see Travel Payment Services
Student / Team / Group Foreign Travel Authorization (Exhibit B14-F) PDF This form must be completed in order to authorize foreign travel for students, teams, or groups. For more information, please see Travel Payment Services
Travel Advance Card eProcurement Form This form must be completed in order to request a travel advance card. It must be approved by the employee’s fiscal officer at least 10 days prior to the start of travel. Once you are logged into eProcurement through the link at left, the forms are listed across the top. For more information, please see Travel. Payment Services

Payroll & Tax Services
Form Type Description Department
Direct Deposit Utility PeopleSoft Self-Service Utility This utility is used to sign up for Direct Deposit. It can be accessed through the Galaxy portal, under Staff Tools > Payroll and Compensation. For more information, please see Direct Deposit Payroll & Tax Services
Foreign National Tax Compliance Process Form PDF This form is required for all foreign nationals before receiving any payments from UT Dallas. This helps UT Dallas determine foreign nationals’ tax residency status, tax withholding rate, eligibility for tax treaty benefits / FICA exemption, and generates the necessary tax forms. For more information, please see Tax Compliance Payroll & Tax Services
UTD Nonfinancial Questionnaire (NFQ) PDF This form is used for determining if a revenue generating activity is subject to unrelated business income tax (UBIT). For more information, please see Tax Compliance. Payroll & Tax Services
W-2/W-2c Consent Form PeopleSoft Form This form is used to update your consent to receive W-2 forms electronically. This form can be accessed through the Galaxy portal, under Staff Tools > Payroll and Compensation. Once you are on the form, select “Add new value.” For more information, please see Tax Compliance Payroll & Tax Services
W-4 (Employee’s Withholding Certificate) PeopleSoft Form This form is used to update your W-4. This form can be accessed through the Galaxy portal, under Staff Tools > Payroll and Compensation. Once you are on the form, select “Add new value.” For more information, please see Tax Compliance. Payroll & Tax Services
ePAR Actions PeopleSoft Form This form is used to process an Employee Action Request. This form can be accessed through the Galaxy portal, under Gemini HR > UT Customizations > UTD HR Customizations > ePAR Actions. For more information, please see Payroll Information. Payroll & Tax Services

Purchasing
Form Type Description Department
Exclusive Acquisition Justification Form (EAJ) PDF This form is used to document a purchase over $15,000 when competitive bidding is not possible. For more information, please see Purchasing Rules. Purchasing
Non-Catalog Requisition eProcurement Form This form is used to place a standard requisition for purchase. This form is accessed through the Galaxy portal, under eProcurement > Procurement Management Tools and Forms. Once you are logged into eProcurement through the link at left, the forms are listed across the top.  Purchasing
Request for Formal Solicitation (RFS) PDF This form is used by departments to assist in the drafting of a formal solicitation. For more information, please see Purchasing Rules. Purchasing
Texas Sales and Use Tax Exemption Certification PDF This form is used by departments in order to have sales tax waived. Purchasing

Supplier Diversity Programs
Form Type Description Department
Program Assessment Report (PAR) Form Microsoft Excel This form is used by the prime contractor to document monthly compliance with their HSP. For more information, please see HUB Forms Supplier Diversity Programs
HUB Subcontracting Plan (HSP) Form PDF This form is typically required for any invitation to bid $100,000 or greater if subcontracting opportunities are probable. The HSP should reflect the bidders good faith effort to include HUB subcontractors for any portion of the work not performed by the bidder’s own employees. For more information, please see HUB Forms Supplier Diversity Programs