The Office of Budget and Finance

Forms

 

Welcome to the one-stop resource for how-to materials and training from the Office of Budget and Finance. We are always growing. Please email us if you didn’t find what you need.

Use the box below to search for training, or browse available materials based on topic. Note: some training may require your UTD Net ID and password. 

Managing Departmental Finances
Resource Type / Location Description Department
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
Cost Center 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
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
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. For more information, please see Cost Center 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 through the Galaxy portal, under Gemini Financials > Main Menu > General Ledger Custom > Year End Certification > 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 through the Galaxy portal, under Gemini Financials > Main Menu > General Ledger Custom > Year End Certification > Dean / Div Head Certification. For more information, please see Letters of Representation (LoR). Financial Management Services
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 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 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 Special Funding Sources. Accounting & Financial Reporting

Managing Employee Payments
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 through the Galaxy portal, under Gemini HR > UT Customizations > UTD HR Customizations > ePUR – Position Update/Request. For more information, please see ePAR / ePUR. Budget & Financial Planning
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 Employee Reimbursements. 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. For more information, please see Employee Reimbursements. 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 Employee Reimbursements. Payment Services
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 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 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 Employee Taxes. Payroll & Tax Services
W-4 (Employee’s Withholding Allowance 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 Employee Taxes. Payroll & Tax Services
Foreign National Tax Compliance Process Form PDF 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

 

Paying Research Participants
Resource Type / Location Description Department
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. Contracts Administration
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. Contracts Administration
 GalaxyPay Application Microsoft Forms This form is used to register a new study and attach the IRB approval letter. For more information, please see GalaxyPay. Contracts Administration
 GalaxyPay Update Form Microsoft Forms This form is used to update personnel or budget for an existing study. For more information, please see GalaxyPay. Contracts Administration

Arranging Travel
Resource Type / Location Description Department
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 Planning Your Trip. Payment Services
Domestic Travel Authorization Form PDF This form may be used to document approval for travel. For more information, please see Planning Your Trip. Payment Services
Travel Advance Card Request Form 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
Student / Team / Group Domestic Travel Authorization (B14-D) PDF 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. Payment Services
International Travel Authorization Request for Individual Student or Student Group (B14-F) PDF This form must be completed in order to authorize foreign travel for students, teams, or groups. For more information, please see Group / Student Travel. Payment Services

 

Buying Goods & Services
Resource Type / Location Description Department
UT Dallas Sales Tax Exemption Certificate PDF 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 PDF 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) PDF 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
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 Program. 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 eProcurement Resources. 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 eProcurement Resources. 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. For more information, please see eProcurement Resources. Payment Services
Statement for Services Performed Outside the US – Foreign Individual PDF 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 PDF 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

 

Buying Goods & Services
Resource Type / Location Description Department
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
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
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 Unrelated Business Income Tax. 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
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
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
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