The University of Texas-Pan American
Division of Business Affairs
December 01, 2015

Administrative Processes Forms


FORM TYPES:  OmniForm Omniform, PDF PDF, Word Word, Excel Excel, PowerPointPowerPoint, and WebsiteWebsite

INSTRUCTIONS: Follow these procedures on how to download files.

SEARCH: To search for a form press both the Ctrl and F key and type a key word.

QUESTIONS: Please email any questions or suggestions to the DBA Office.


Academic Affairs

Full-Time Lecturer and Clinical Faculty Review Recommendation   PDF  
Tenure-Track/Tenure/Promotion/Post Tenure Recommendation   PDF  
Criteria/Performance Standards Routing   PDF  
Full-Time Lecturer and Clinical Faculty Review Routing Form   PDF  
Post Tenure Routing Form   PDF  
Tenure-Track/Tenure/Promotion Routing Form   PDF  
Faculty Development Leave Form   PDF  
Format For Faculty Review Dossier   PDF  
Request for Leave of Absence-Faculty   PDF  
Faculty Teaching Workload Equivalency (FORM A)      Website
Report On Work Accomplished With Adjusted Workload (FORM C)      Website
Faculty Workload Web Application Manual   PDF  
Criminal Background Check Form - Faculty   PDF  
Faculty Application Pool Record   PDF  
Faculty Search Committee Identification Form   PDF  
Faculty Teaching Assignment Validation Form   PDF  
Part-Time or Rehire (Non-Tenure) Faculty Checklist   PDF  
Required Documents for Faculty Folders Full Time   PDF  




Administrator Evaluation Questionnaire: Department Chair

Administrators/Staff Leave Request   PDF  

Accounts Control 

Financials Responsibility Request Manual   PDF  
Tracking your Financials Responsibility Request Form   PDF  

Oracle Finance Roles and Responsibilities (Available online through Oracle Employee Self Service)

Project Key Member Update   PDF  
Request for Non-Sponsored Oracle Project   PDF  
UTPA Monitoring Plan for Segregation of Duties and Reconciliation of Accounts    PDF Word
Account Reconciliation Template     Excel
Accounting for Your Project in Oracle- Reconciliation Guide     Word
Keys Members Presentation   PDF  
Reconciliation Training   PDF   
Reconciliation Training Material   PDF  
Oracle Chart of Accounts- Accounting KeyFlexfield     word
PROD R12 GL Journal Entry Template - for Revenue - Transfers     Excel
PROD R12 GMS Journal Entry Template - Expenditures     Excel




Accounts Payabletop of page

Approval for Travel to Foreign Countries     Website 
Bank Wiring Instructions - U.S.   PDF  
Bank Wiring Instructions - International   PDF  
Business Expense Reimbursement Form     Website
Direct Deposit Authorization Form - Reimbursement   PDF  
Guest Lecturer Authorization Request     Website
Hotel Tax Exemption Certificate   PDF  
Report to State Agency Travel to Washington D.C.     Website
Request for Membership     Website 
Substantiation Documentation   PDF  
Travel Voucher (Mileage at .56)   EFFECTIVE JANUARY 1, 2014  OmniForm    
Travel Voucher (Mileage at .575) EFFECTIVE JANUARY 1, 2015  OmniForm    
Travel Voucher Inter Campus Mileage  OmniForm    
W9   PDF  



Admissions and New Student Servicestop of page

Administrators/Staff Leave Request   PDF  
Mileage Report  (Mileage at .565)   PDF  


Analysis & Informationtop of page

Bank Wiring Instructions - U.S.   PDF  
Bank Wiring Instructions - International   PDF  


Auxiliary Servicestop of page

Application for Joint Sponsorship   PDF  
Application for Use of Alcoholic Beverages   PDF  
Drinking Water & Cooler Rental Order Form   PDF  
Facility Reservation Request Form   PDF  
Profit Loss Statement - Joint Sponsorship   PDF  
Profit Loss Statement - Non University Requests   PDF  
UTPA Hold Harmless Agreement   PDF  



Bookstoretop of page

Department Order Form   PDF  
Software Reservation Form   PDF  
Textbook Adoption Form   PDF  


 Budget Officetop of page

Fee Change Request Form   PDF  
New Fee Request Form   PDF  



 Computer Center top of page

The Computer Center forms are now listed under  Information Technology


 Dean of Students Officetop of page

Authorization for Student Travel Form   PDF  
Checklist for Student Death   PDF  
Critical Incident Summary Sheet   PDF  
Domestic Travel:  Release & Indemnification Agreement   PDF  
International Travel:  Release & Indemnification Agreement   PDF  



 Disability Servicestop of page

 Interpreter Request Form      Website


 Environmental Health & Safetytop of page

Application for Non-Sports Camp   PDF  
Application for Sports Camp   PDF  
First Report Injury   PDF  
Vehicle Information Sheet   PDF  


 Graduate Studiestop of page

Application for Dissertation Committee   PDF  
Application for Graduate Faculty Status   PDF  
Application for Thesis Committee   PDF  
Certification of Completion of Thesis or Dissertation   PDF  
Course Inventory Update/User Guide Website PDF  
Course Substitution   PDF  
Change of Thesis/Dissertation Committee   PDF  


 Grants and Contractstop of page

Expenditure Correction Request Form   PDF  
Cost Allowability Form   PDF  



 Human Resourcestop of page


Portal to report outside employment, board service, and other interests
Staff and Faculty Positions:
Applicant EEO Data Form - Faculty Only   PDF  
Application for Employment - Faculty   PDF  
****Personnel Action Form ( PAF )****    NEW FORM   PDF  
Criminal Background Check Authorization Form   PDF  
Equal Employment Opportunity Report - Faculty   PDF  
Separation of Employee Process Guidelines   PDF  
Separation of Employee Clearance Checklist   PDF  
UTPA ID Card Authorization   PDF  
Temporary Positions:
Application for Employment with Background Check Authorization - Temporary   PDF  
Memo of Employment-Direct Wage      Website
Separation of Employment Notice - Direct Wage
* Contact Financial Aid for Work-Study Employment and Separation Forms      


Online Direct Deposit Website PDF  
Request for Family and Medical Leave   PDF  
Sick Leave Pool Application   PDF  
Staff Employee Award Nomination PDF  
Staff Leave Without Pay (LWOP)   PDF  
Application for Class Attendance During Work Time   PDF  
Emergency Paycheck Request   PDF  
Request for Leave of Absence - Faculty   PDF  
Request for Overtime Authorization   PDF  
Request for Overtime Payment   PDF  
Request for University Course Credit as Work Time   PDF  
Requisition for Personnel Faculty   PDF  
Online Requisition for Staff Website  
Online Requisition for Staff Training Manual    PDF  


Candidate Evaluation Form   PDF  
Candidate Reference Check Form   PDF  
Employing Department Check List   PDF  
List of Standard Interview Questions   PDF  
Selection Matrix Chart   PDF  
Staff Vacancy Interview and Selection Guidelines   PDF  
Staff Vacancy Recruitment Summary Form   PDF  



Request to Cancel SAVINGS BOND Direct Deposit Authorization   PDF  
SAVINGS BOND Authorization Agreement for Automatic Deposit   PDF  
SEPAP Form   PDF  
SEPAP Guidelines   PDF  
Volunteer Agreement   PDF  
Justification for Exception to Wireless Communication Device Policy   PDF  
Termination of Wireless Communication Plan Allowance   PDF  
Wireless Communication Plan Allowance and/or
Equipment Reimbursement Request

COMPENSATION FORMS                

Memo: Processing times of JDQ's and Job Audit Requests 

Job Description Questionnaire (Submission Dates:  Sept. - Oct   &   Jan - Mar)   PDF  
Online Job Description Questionnaire (JDQ) and Executive Approver Manual   PDF  
Staff Internal Promotion/Transfer Form   PDF  
Staff Salary Equity Adjustment Request   PDF  
Supervisor Guide for UTPA Job Audit and Classification Procedures   PDF  
UTPA Job Audit Request (Submission Dates: Mar - Apr  &  Oct - Nov)    PDF  



Information Technologytop of page

Access Administration Request for Access Form        Website
Audio Visual Request Form      Website
Banner (SIS) Access Request      Website
DVD Order Form   PDF  
fsaATLAS System Access Request   PDF  
Leave Approval Request Guidelines   PDF  
Leave Approval Request Form (Testing Phase)   PDF  
Oracle Account Request Form – HRMS      Website
Oracle Responsibility Request Form   PDF  
Request for Individual Computer/Internet Access (UIC)  (Proposed for Automation)      
Request for Safeboot Installation   PDF  
Safeboot Exception Form   PDF  
Server Mgmt Policy Compliance Checklist - HOP 8.9.4   PDF  
Telephone Services      Website
TracDat System Access Request        Website
Vendor Technical Survey      Website
Video Conference Request Form      Website
Video Production Request Form      Website
Web Document Distribution Authorization   PDF  
Web Services Request Form     PDF   



 Materials Managementtop of page

Purchase Contract Request for less than $5,000     Website
Purchase Contract Request for more than $5,000     Website
Consulting Services Request     Website

EShipGlobal Access/Modifications Request Form 

Sole Source/Best Value/Emergency Request     Website
SPO Authorization Agreement   PDF  
Texas Sales and Use Tax Exemption Certification   PDF  
Travel Request     Website
Travel to Foreign Countries Request     Website



 Office of Institutional Research & Effectivenesstop of page

OIRE Data Request Form   PDF  


 Office of the Presidenttop of page

Contact with Federal Officials Reporting Form     Website
Contact with Federal Officials Help Document   PDF  
EIR Accessibility Exception Request   PDF  


 Payrolltop of page

Time Card Corrections:Non-Exempt Form



Time Card Corrections: Exempt Form   PDF  
Time Correction: Hourly Form    PDF  



 Payments and Collectionstop of page

Departmental Deposit   PDF  
Tips for Making Deposits     PowerPoint


 Physical Planttop of page

Annual Facilities Inventory   PDF  
Application for Copy of Driver Record   PDF  
Missing or Stolen Property Report   PDF  
Non-Routine Work Order   PDF  
Project Request Form   PDF  
Request for Facilities Reservation   PDF  
Vehicle Reservation   PDF  



 Police Departmenttop of page

Request for Services   PDF  


 Print Shoptop of page

Print Services Request Form      
Business Card and Stationary Request Form      


 Records and Information Management (RIM) Program

Departmental Destruction Form   PDF  
Records Management Handbook   PDF  
Records Management Signature Authorization Form   PDF  
Records Inventory Worksheet   PDF  
Record Storage Label   PDF  
Record Storage Log   PDF  
Security Container Agreement   PDF  
Records Retention Schedule      
2014 Certified Records Retention Schedule DEPARTMENTAL Code Sequence



 Registrar's Officetop of page

Banner Self Service Request Form   PDF  
Data Request Form   PDF  


 Research and Sponsored Projectstop of page

Proposal/Award Cost Sharing/Matching Funds Recap   PDF  
Request for Waiver of Indirect Cost Recover   PDF  




 Student Financial Servicestop of page

Scholarship Recipient Form   Website  
Work-Study Evaluation Form   PDF  


 Tax Compliance Officetop of page

Tax Assessment Form for Foreign Independent Contractors - TESTING   PDF  



 Undergraduate Educationtop of page

Changes to Current Programs   PDF  
Course Inventory Update/User Guide Website PDF  
Course Substitution   PDF  
Course Waiver   PDF  
Guidelines for Submissions of Materials   PDF  
Impact of Course Revision on Degree Program   PDF  
New Program Request Form for Bachelor's & Master's Degree   PDF Word


 University Advancementtop of page

Deferred Gift Form   PDF  
Gift-In-Kind Reporting   PDF  
Gift or Sponsored Project   PDF  
Leave Approval Request   PDF  
Prospect Research Request Form   PDF  
Request for Endorsement to Cultivate Solicit Funds   PDF  
Request for Raiser’s Edge/Financial Edge Account   PDF  
University-wide Advertising Promotional Request Form   PDF Word


 Wellness and Recreational Sportstop of page

Facility Request Form   PDF  


1201 W. University Drive Edinburg, TX 78539-2999
956/665-UTPA  1-866-441-UTPA
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