Welcome to the one-stop resource for forms from the Office of Budget and Finance. We are always growing. Please email us if you didn’t find what you need.
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| Resource | Type / Location | Description | Department |
|---|---|---|---|
| Cost Center Request Form | PeopleSoft Form |
This form is used to request cost center creations and changes. This form can be accessed through the Galaxy portal, under Gemini For Departments > Forms > Cost Centers > Cost Center Request. Once you are on the form, select “Add new value.” For more information, please see Cost Center Maintenance. |
Financial Management Services |
| eDept – Department Request / Update | PeopleSoft Form | This form is used to process department updates or request new departments. This form can be accessed via the Galaxy portal, through Gemini > Gemini for Departments > Forms > Budget & Accounting > eDept – Department Request / Update. For more information, please see Department Maintenance. | Budget & Financial Planning |
| LOR – Cost Center Owner Certification | PeopleSoft Form | This form is used for cost center owners to submit their annual certification. This form can be accessed via the Galaxy portal, through Gemini > Gemini for Departments > Financial Compliance > Letters of Representation > Cost Center Owner Certification. For more information, please see Letters of Representation (LoR). | Financial Management Services |
| LOR – Dean / Division Head Certification | PeopleSoft Form | This form is used for deans and division heads to submit their annual certification. This form can be accessed via the Galaxy portal, through Gemini > Gemini for Departments > Financial Compliance > Letters of Representation > Dean/Div Head Certification. For more information, please see Letters of Representation (LoR). | Financial Management Services |
Agency Acknowledgement Form  |
This form is used in the process of requesting an agency cost center on behalf of external entities. For more information, please see Special Funding Sources. | 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 via the Galaxy portal, through Gemini > Gemini for Departments > Forms > Budget & Accounting > Plant Funding Request. Once you are on the form, select “Add new value.” For more information, please see Special Funding Sources. | Accounting & Financial Reporting |
| Resource | Type / Location | Description | Department |
|---|---|---|---|
| ePUR –Position Update/Request | PeopleSoft Form | This form is used to process vacant position updates or request new positions. This form can be accessed via the Galaxy portal, through Gemini > Gemini for Departments > Personnel Info/Actions > ePUR – Position Update / Request. For more information, please see ePAR / ePUR. | Budget & Financial Planning |
| Direct Deposit Utility | PeopleSoft Self-Service Utility | This utility is used to sign up for Direct Deposit. It can be accessed via the Galaxy portal, through Gemini > Gemini for Departments > Self Service > Payroll and Compensation > Direct Deposit. For more information, please see Payment Options. | 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 via the Galaxy portal, through Gemini > Gemini for Departments > Self Service > Payroll and Compensation > W-2/W-2c Consent Form. Once you are on the form, select “Add new value.” For more information, please see Employee Taxes. | 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 via the Galaxy portal, through Gemini > Gemini for Departments > Self-Service > Payroll and Compensation > W-4 Tax Information. For more information, please see Employee Taxes. | Payroll & Tax Services |
| Foreign National Tax Compliance Process Form |
This form must be completed before a foreign national can receive a non‐payroll payment (honorarium, independent contractor fee, performance fee, prize, award, etc.) from UT Dallas. For more information, please see Employee Taxes. | Payroll & Tax Services |
| Resource | Type / Location | Description | Department |
|---|---|---|---|
| Employee Expense Reports | PeopleSoft | This form is used to request reimbursement following employee travel or business expenses. This form can be accessed via the Galaxy portal, through Gemini > Gemini for Departments > Travel and Expense > Create Expense Report. For more information, please see Travel Reimbursement. | Treasury & Payment Services |
| Missing Receipt Request | PeopleSoft Form | This form is used if an original itemized receipt is lost and the billing agency is unable to provide a duplicate copy. This form can be accessed via the Galaxy portal, through Gemini > Gemini for Departments > Travel and Expense > Missing Receipt Request. For more information, please see Travel Reimbursement or Business Reimbursement. | Treasury & Payment Services |
| Resource | Type / Location | Description | Department |
|---|---|---|---|
| GalaxyPay Application |
Microsoft Forms | This form is used to register a new study and attach the IRB approval letter. For more information, please see Paying Research Participants. | Treasury & Payment Services |
| GalaxyPay Update Form |
Microsoft Forms | This form is used to update personnel or budget for an existing study. For more information, please see Paying Research Participants. | Treasury & Payment Services |
| Resource | Type / Location | Description | Department |
|---|---|---|---|
| Hotel Tax Exemption Certificate |
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 Planning Your Trip. | Treasury & Payment Services | |
| Domestic Travel Authorization Form |
This form may be used to document approval for travel. For more information, please see Planning Your Trip. | Treasury & Payment Services | |
| Travel Advance Card Request Form | PeopleSoft 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. This form can be accessed via the Galaxy portal, through Gemini > Gemini for Departments > Forms > One Card & Travel > Travel Advance Card Request. For more information, please see Planning Your Trip. | Treasury & Payment Services |
| Student / Team / Group Domestic Travel Authorization (B14-D) |
This form is required to request advance approval of travel in, to, or from any destination within the United States, including Puerto Rico. For more information, please see Group / Student Travel. | Treasury & Payment Services |
| Resource | Type / Location | Description | Department |
|---|---|---|---|
| UT Dallas Sales Tax Exemption Certificate |
This form is used by departments in order to have sales tax waived. For more information, please see Buying Goods and Services. | Purchasing | |
| Request for Formal Solicitation (RFS) Form |
This form is used by departments to assist in the drafting of a formal solicitation.For more information, please see Buying Goods and Services. | Purchasing | |
| Exclusive Acquisition Justification Form (EAJ) |
This form is used to document a purchase over $15,000 when competitive bidding is not possible. For more information, please see Buying Goods and Services. | Purchasing | |
| Purchase Order Closeout Request Form |
This form is used to request close-out of a purchase order. For more information, please see Buying Goods and Services. | Purchasing | |
| One Card Application | PeopleSoft Form | This form is used to apply for a University-issued One Card. This form can be accessed via the Galaxy portal, through Gemini > Gemini for Departments > Forms > One Card and Travel > One Card Application Form. Once you are on the form, select “New Form.” For more information, please see One Card Program. | Treasury & Payment Services |
| Missing Receipt Request | PeopleSoft Form | This form is used if an original itemized receipt is lost and the billing agency is unable to provide a duplicate copy. This form can be accessed via the Galaxy portal, through Gemini > Gemini for Departments > Travel and Expense > Missing Receipt Request. For more information, please see One Card Program. | Treasury & 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 via the Galaxy portal, through Gemini > Gemini for Departments > 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 eProcurement Resources. | Treasury & Payment Services |
| Non-Catalog / Contractors Form | eProcurement Form |
This form combines the Non-Catalog requisition and the Independent Contractor forms. The Non-Catalog section of the form is used for any vendor purchase that is not a punch-out. The Independent Contractor section of the form is used for individuals providing services when the individuals are not affiliated with University. No companies or employees paid on this form. Independent contractors include: athletic trainers, art models, DJs, face painters, musicians / performers with no contracts or agents, proof readers, sport officiating officials, translators, transcribers, film editors, photographers, one-time speakers, videographers. This form can be accessed via the Galaxy portal, through Gemini > Gemini for Departments > 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 eProcurement Resources. |
Purchasing |
| Independent Contractor Certification |
This required form is to be attached to all new Independent Contractor forms in eProcurement. 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. The form is required to be renewed every four months if you reuse the supplier again. For more information, please see eProcurement Resources. | Purchasing | |
| Statement for Services Performed Outside the US – Foreign Individual |
This form is needed when a foreign supplier (an individual) is being paid for services performed outside the US. For more information, please see Supplier Management. | Payroll & Tax Services | |
| Statement for Services Performed Outside the US – Foreign Entity |
This form is needed when a foreign supplier (an entity) is being paid for services performed outside the US. For more information, please see Supplier Management. | Payroll & Tax Services |
| Resource | Type / Location | Description | Department |
|---|---|---|---|
| External Sales Request Form |
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. | Receivables & Sponsored Accounting | |
| 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 via the Galaxy portal, through Gemini > Gemini for Departments > Forms > Marketplace and Treasury > Marketplace Application. Once you are on the form, select “Add new value.” For more information, please see Accepting Payments. | Treasury & Payment Services |
| UTD Nonfinancial Questionnaire (NFQ) |
This form is used for determining if a revenue generating activity is subject to unrelated business income tax (UBIT). For more information, please see Unrelated Business Income Tax. | Payroll & Tax 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 via the Galaxy portal, through Gemini > Gemini for Departments > Forms > Marketplace and Treasury > Marketplace Change Request. Once you are on the form, select “Add new value.” For more information, please see Accepting Payments. | Treasury & Payment Services |
| Departmental Deposit Form | Microsoft Excel | This form is used to record deposits when a department has received checks. For more information, please see Accepting Payments. | Treasury & Payment Services |
| Cash Fund Verification | PeopleSoft Form | This form is used for year-end verification that the fund is reconciled to the approved fund amount. This form is available via the Galaxy portal, through Gemini > Gemini for Departments > Forms > Marketplace and Treasury > Cash Fund Verification Form. As with most PeopleSoft forms, you will need to select “Add a New Value.” For more information, please see Accepting Payments. | |
| Petty Cash/Change Fund Authorization | PeopleSoft Form | This form must be submitted each year-end in order to retain the funds for the following year. This form is available via the Galaxy portal, through Gemini > Gemini for Departments > Forms > Marketplace and Treasury > Petty Cash/Change Fund Auth. As with most PeopleSoft forms, you will need to select “Add a New Value.” For more information, please see Accepting Payments. |
