UTPA :: Division of Business Affairs

UTPA Helpdesk

May 22, 2013

Administrative Processes Forms

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Academic Affairs
RECOMMENDATION FORMS
Faculty Recommendation Memorandum
Lecturer Review Recommendation
Tenure-Track/Tenure/Promotion/Post Tenure Recommendation

ROUTING FORMS
Criteria/Performance Standards Routing
Lecturer Review Routing Form
Post Tenure Routing Form
Tenure-Track/Tenure/Promotion Routing Form

FACULTY REQUIREMENTS FORMS
Faculty Development Leave Form
Format For Faculty Review Dossier
Request for Leave of Absence-Faculty
Faculty Teaching Workload Equivalency (FORM A)
Report On Work Accomplished With Adjusted Workload (FORM C)

FACULTY RECRUITMENT FORMS
Applicant EEO Data Form - Faculty
Application for Employment - Faculty
Criminal Background Check Form - Faculty
Faculty Application Pool Record
Faculty Search Committee Identification Form
Faculty Teaching Assignment Validation Form
Part-Time or Rehire (Non-Tenure) Faculty Checklist
Required Documents for Faculty Folders Full Time
Requisition for Personnel Faculty

OTHER FORMS
Administrator Evaluation Questionnaire: Department Chair
Administrators/Staff Leave Request

Accounts Control
Financials Responsibility Request Manual
Tracking your Financials Responsibility Request Form
Oracle Finance Roles and Responsibilities (Available online through Oracle Employee Self Service)
Project Key Member Update
Request for Non-Sponsored Oracle Project

ACCOUNT RECONCILIATIONS
UTPA Monitoring Plan for Segregation of Duties and Reconciliation of Accounts
Inspection
Account Reconciliation Template
Accounting for Your Project in Oracle- Reconciliation Guide
Keys Members Presentation
Reconciliation Training
Reconciliation Training Material
Oracle Chart of Accounts- Accounting KeyFlexfield

JOURNAL ENTRY TEMPLATES
GL Journal Entry Template - for Revenue/Transfers
GMS Journal Entry Template - for Expenditures

Accounts Payable
Approval for Travel to Foreign Countries
Bank Wiring Instructions - U.S.
Bank Wiring Instructions - International
Business Expense Reimbursement Form
Direct Deposit Authorization Form - Reimbursement
Guest Lecturer Authorization Request
Hotel Tax Exemption Certificate
Report to State Agency Travel to Washington D.C.
Request for Membership
Substantiation Documentation
Travel Voucher (Mileage at .565) EFFECTIVE JANUARY 1, 2013
Travel Voucher (Mileage at .555)
W9

Admissions and New Student Services
Administrators/Staff Leave Request
Mileage Report (Mileage at .565)

Analysis & Information
Bank Wiring Instructions - U.S.
Bank Wiring Instructions - International

Auxiliary Services
Application for Joint Sponsorship
Drinking Water & Cooler Rental Order Form
Facility Reservation Request Form
Profit Loss Statement - Joint Sponsorship
Profit Loss Statement - Non University Requests
UTPA Hold Harmless Agreement

Bookstore
Department Order Form
Software Reservation Form
Textbook Adoption Form

Budget Office
Fee Change Request Form
New Fee Request Form

Business Affairs Office
Application for Staff / Faculty Organization

Computer Center
The Computer Center forms are now listed under Information Technology.

Dean of Students Office
Authorization for Student Travel Form
Checklist for Student Death
Critical Incident Summary Sheet
Domestic Release & Indeminfication
Foreign Release & Indeminication
Interpreter Request Form

Environmental Health & Safety
Application for Non-Sports Camp
Application for Sports Camp
First Report Injury
Vehicle Information Sheet

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

Grants and Contracts
Expenditure Correction Request Form
Cost Allowability Form

Human Resources
EMPLOYMENT FORMS & MANUALS
Report of Outside Employment Form – All Employees

Staff and Faculty Positions:
Applicant EEO Data Form - Faculty Only
Application for Employment - Faculty
Application for Employment - Staff
Change of Memorandum of Employment
Criminal Background Check Authorization Form - Faculty
Equal Employment Opportunity Report - Faculty
Memo of Employment
Separation of Employee Process Guidelines
Separation of Employee Clearance Checklist
Separation of Employment Notice - Faculty and Staff
Separation of Employee Vacation Release Form
UTPA ID Card Authorization

Temporary Positions:
Application for Employment with Background Check Authorization - Temporary
Memo of Employment-Direct Wage
Separation of Employment Notice - Direct Wage

* Contact Financial Aid for Work-Study Employment and Separation Forms

EMPLOYEE FORMS
Online Direct Deposit
Request for Family and Medical Leave
Sick Leave Pool Application
Staff Employee Award Nomination
Staff Leave Without Pay (LWOP)

REQUEST FORMS
Application for Class Attendance During Work Time
Emergency Paycheck Request
Request for Leave of Absence - Faculty
Request for Overtime Authorization
Request for Overtime Payment
Request for University Course Credit as Work Time
Requisition for Personnel Faculty
Online Requisition for Staff
Online Requisition for Staff Training Manual

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

OTHER FORMS
Request to Cancel SAVINGS BOND Direct Deposit Authorization
SAVINGS BOND Authorization Agreement for Automatic Deposit
SEPAP Form
SEPAP Guidelines
Volunteer Agreement
CELL PHONES FORMS
Justification for Exception to Wireless Communication Device Policy
Termination of Wireless Communication Plan Allowance
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)
Staff Internal Promotion/Transfer Form
Staff Salary Equity Adjustment Request
Supervisor Guide for UTPA Job Audit and Classification Procedures
UTPA Job Audit Request (Submission Dates: Mar - Apr & Oct - Nov)

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

Materials Management
CONTRACT FORMS
Purchase Contract Request for less than $5,000
Purchase Contract Request for more than $5,000
Consulting Services Request

ESHIP GLOBAL FORMS
EShipGlobal Access/Modifications Request Form

PURCHASING FORMS
Sole Source/Best Value/Emergency Request
SPO Authorization Agreement
Texas Sales and Use Tax Exemption Certification

TRAVEL FORMS
Travel Request
Travel to Foreign Countries Request

Office of Institutional Research & Effectiveness
OIRE Data Request Form

Office of the President
Contact with Federal Officials Reporting Form
Contact with Federal Officials Help Document
EIR Accessibility Exception Request

Office of Student Life and Transition Services
Application for Use of Alcoholic Beverages

Payments and Collections
Departmental Deposit
Tips for Making Deposits

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

Police Department
Request for Services

Print Shop
Print Services Request

Records and Information Management (RIM) Program
Departmental Destruction Form
Records Management Handbook
Records Management Signature Authorization Form
Records Inventory Worksheet
Record Storage Label
Record Storage Log
Security Container Agreement

Records Management Retention Schedule
2010 Certified Retention Schedule DEPARTMENTAL Code Sequence (if your department is not listed refer to the Retention Schedule State coding)
2010 Certified Records Retention Schedule STATE Coding Sequence

Registrar's Office
Banner Self Service Request Form

Research and Sponsored Projects
Proposal/Award Cost Sharing/Matching Funds Recap
Request for Waiver of Indirect Cost Recover
UTPA Outside Affiliation Form for Researchers *
*Users of some older internet browsers will need to download and save this file before completing it.

Student Financial Services
Scholarship Recipient Form
Work-Study Evaluation Form

Tax Compliance Office
Tax Assessment Form for Foreign Independent Contractors - TESTING

Undergraduate Studies
Changes to Current Programs
Course Inventory Update/User Guide
Course Substitution
Course Waiver
Guidelines for Submissions of Materials
Impact of Course Revision on Degree Program
Nonsubstantive Administrative Change Request
Substantive Administrative Change Request
New Program Request Form for Bachelor's & Master's Degree

University Advancement
Deferred Gift Form
Establish a Scholarship
Gift-In-Kind Reporting
Gift or Sponsored Project
Leave Approval Request
Prospect Research Request Form
Request for Endorsement to Cultivate Solicit Funds
Request for Raiser’s Edge/Financial Edge Account
University-wide Advertising Promotional Request Form
Angel Investor Payroll Deduction Form
President's Circle payroll deduction form
President's Circle pledge card

Wellness and Recreational Sports
Facility Request Form

1201 W. University Drive Edinburg, TX 78539-2999

956/665-UTPA 1-866-441-UTPA

Division of Business Affairs | Internet Services | Policies

Administrative Processes Forms

Academic Affairs

Accounts Control

Accounts Payable

Admissions and New Student Services

Analysis & Information

Auxiliary Services

Bookstore

Budget Office

Business Affairs Office

Computer Center

Dean of Students Office

Environmental Health & Safety

Graduate Studies

Grants and Contracts

Human Resources

Information Technology

Materials Management

Office of Institutional Research & Effectiveness

Office of the President

Office of Student Life and Transition Services

Payments and Collections

Physical Plant

Police Department

Print Shop

Records and Information Management (RIM) Program

Registrar's Office

Research and Sponsored Projects

Student Financial Services

Tax Compliance Office

Undergraduate Studies

University Advancement

Wellness and Recreational Sports