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Forms & Resources

Security Forms:

Budget Office

  • SAP Budget Development (BEx Analyzer) Security Form

SAP Access Requests

  • SAP FI Department Security Authorization
  • SAP HR Department Security Request


SAP Departmental Transaction List – Departmental transactions described and listed by department

SAP Document Types List – SAP Document types listed by name

SAP Icons – Quick one-page chart of SAP icons

SAP Icons Extended List – More inclusive list of SAP icons

SAP Security Role Review – Instructions for Certifying SAP Security Role Assignments

List of Forms by Department

  • General Accounting



      • AP-3 Wire Transfer Request Form
      • AP-9 Student Organization Account Payment Request Form (Form Instructions)
      • AP-10 Agency Account Payment Request Form
      • AP-12 Alcohol, Flowers, Food, and Refreshments Expense Authorization Form
      • AP-14 Petty Cash Account Certification Form
      • AP-15 Petty Cash Reimbursement Form (Form Instructions)
      • AP-16 Authorization for Employee Moving Expenses
      • FS-03 Contracted Services Payment Voucher

      Grants & Research Payments

      • AP-2 Participant e-NPO Payment Request Form
      • AP-2 Upload Grant Payment Approval Request Form
      • AP-5 Research Advance Request Form (Form Instructions)
      • AP-6 Research Advance Reconciliation Form (Form Instructions)
      • AP-6M Research Advance Reconciliation (Multi) Form
      • AP-7 Research Advance Substantiation of Cash on Hand Form

      Tax Exemption Forms

      Expenditure Corrections

      • e-IDT: Electronic Interdepartmental Transfer

      Vendor Maintenance


      Account Maintenance

      • New Fund Request
      • New Cost Center Request
      • New Internal Order Request
      • Request to Map Existing Elements
      • Name Change Request  
      • Account Manager Change Request
      • Deactivation Request
      • Construction Account Request 
      • SAP Chart of Accounts Presentation for May 5 2016

      Reconciling Your Account

      • Reconciling Your Account
      • Department Transaction Log and Reconciliation Summary

      Interdepartmental Transfers (e-IDTs)

      • Using the eIDT Program
      • eIDT Account Manager Approval Guide 

      Grants: Residual Transfer Requests

      • FR-03 Residual Transfer Request

      Internal Sponsorships

      • Internal Sponsorships - List of Allowed Funds

      Accounts Receivable & Invoicing

      • Accounts Receivable Process
      • Invoice_Template

      Expecting Wire Payment Form (ACH Log)


    • Request For New Operating Fund
    • New Cost Center Request  
    • New Internal Order Request  
    • Budget Development Security Form

    • Compensation Forms
    • Employee Relations Forms
    • Employment Forms
    • Insurance Forms
    • Leave and Time Forms
    • Miscellaneous Forms
    • New Hire Forms
    • Organizational Management Forms
    • Outside Employment Forms
    • Performance Appraisal
    • Retirement Forms
    • Separation Forms
    • Salary Notice Templates
    • Workers' Compensation Forms
    • Supervisor Change Request Form

    Moves and Events

    • Requesting Tables and Chairs for an Event
    • Requesting Pickup of Surplus Equipment
    • Requesting Delivery of Surplus Equipment from Warehouse
    • Requesting Departmental Moves
    • Requesting Catalog Deliveries

    Central Receiving

    • Goods Receipt Notification
    • Return Shipping Information Form

    Property Management

    • Create Asset Master Record
    • Equipment Transfer Form
    • Property Management's Cannibalization Form
    • Equipment on Loan Form
    • Non-University Function Equipment Loan Request
    • Inventory of Consumable Materials - Form B
    • Missing or Damaged Property Notification Report-Form C
    • Stolen Property Notification Report-Form D

    • Auth to release payroll ck
    • Direct Deposit Enrollment Form
    • ACH (Direct Deposit) Payment Destination Confirmation Form
    • FNIF1 06.05.13
    • FNIF2 06.05.13  
    • NRA Student Orientation 2013  
    • Request a Copy of W-2
    • rev 010614-Request to mail payroll ck  
    • Salary Spread 9-2013  
    • Personal Cellular Services Allowance Form_Attachment I   
    • Higher Threshold Personal Cellular Services Allowance Form_Attachment II    
    • IRS Form W-4 - (link to IRS web site)                 
    • Leave and Time Reporting Forms (link to HR web site)



    • Justification for Proprietary or Sole Source Procurement
    • Emergency Purchase Justification                                                                 
    • Request for Recurring Payments
    • Conflict of Interest
    • HUB Determination Form

    Forms for Texas State Employees - TRAVELTracks
    May require supplemental forms as appropriate

    Supplemental Travel Forms

    • T-1 Transportation Cost Equivalency Form-To support cost effectiveness of mileage reimbursement for an out-of-state trip versus purchasing airfare and other related costs
    • T-3 Daily Mileage Worksheet-To assist in recording daily or routine mileage counts which are subject for reimbursement
    • T-4 Release of Liability and Assumption of Risk for Foreign Travel-Employees and students must submit at least 10 business days prior to departure. Non-Texas State personnel do not need to complete this form.
    • T-5 Travel Advance Request Form-To request advances for meals on student group travel or foreign travel only
    • T-102 Non-Overnight Meal Allowance-To approve a taxable meal allowance for travelers with frequent non-overnight travel.
    • Report of State Agency Travel to Washington DC- Office of State-Federal Relations (OSFR)

    Tax Exemption Forms

    • 12-302 State Hotel Occupancy Tax Exemption-To receive state hotel tax exemption from the Texas hotel vendor
    • 14-305 Motor Vehicle Tax Exemption Form-To be used when employees are renting a vehicle and paying with a personal or corporate travel card. Only complete page 1. (Rental cars secured with a purchase order will automatically receive the tax exemption.)

    Forms for Non-Texas State Employees
    Required for prospective employees, students, consultants, or other non-Texas State employees not in the TRAVELTracks system

    • T-10 Travel Authorization-To receive approval for official business travel and to encumber funds for Non-Texas State employees
    • T-11 Travel Expense Reimbursement Form-Instructions and forms for completing a paper Travel Expense Report
    • T-11M Travel Expense Reimbursement Form (Multiple Funding Sources)-Instructions and forms for completing a paper Travel Expense Report paid from more than one account

    State Travel Charge Card Forms

    • Citibank Online Application
    • T-9 Individual Bill Account Cardholder Agreement Form
    • T-14 Individual Bill Travel Card Credit Limit Increase Form