NOTE: When using these forms, please be sure to use your EID email address so you can find your form later. An example EID address would be: abc123@eid.utexas.edu
Be advised: many links to Powerforms below were updated on 6/5/25 to SmartSheet links.
Cash Advance Forms
Research and participant study cash advance request
This form should be used to request funds to pay participants for surveys and studies.
For information on processing research and participant study cash advance, please see HBP 9.1.7
Travel cash advance request
This form should be used to request funds to pay for employees travel. Please include an itemized list of expenses, VE5, OOEF, and/or any other supporting documentation regarding travel.
For information on processing travel cash advance, please see HBP 11.4
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See the co-sponsorship wiki and HBP 9.1.10 for more info.
Costing Allocation Form
Costing allocation - Smartsheet
The Costing Allocation assignment process is used to indicate which accounts will be used when paying a worker’s compensation. Costing allocation segments identify the source (account and distribution percent) paid from that source for a given period, per job. If you experience any issues with the smartsheet form, the PDF version is available: costing allocation - PDF (send to la-finance@austin.utexas.edu).
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Update Manual Signers Request
This docusign powerform should be used to update the authorized signers on the GB1 & GBS screen in Define. Important instructions for signing are on this guidance. In most cases, the dean will need to be the authorized signer for the unit (use GG6 to verify). You can send it to her the dean using: aah467@eidjadems@eid.utexas.edu. Questions can be sent to the Signature Desk.
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For purchasing exception requests (also called noncompliant purchase) over $15k. This is a powerform with the signature routing built-in.
Purchasing exception request (for purchases equal to or under $15k)
For purchasing exception requests (also called noncompliant purchase) equal to or under under $15k. This is not a powerform, so signers will need to be added manually. Use this guidance to route the form for signatureSmartSheet form.
Exclusive Acquisition Justification (EAJ)
For non-competitive purchasing requests over $15K with a sole source.
For non-competitive purchasing requests over $15K.
Additional forms, such as the Exclusive Acquisition Justification (EAJ) and the Prepayment/progress payment form and Emergency non-competitive purchase form, are available here: PPS Forms, References, and Tools. Many of purchasing’s forms can now be final approved at the college-level if the cost is under $15k. Use the same this guidance as above to route the form forms to COLA Finance Frontline in DocuSign.
Travel Forms
Approval request for foreign travel on state funds (VE5/VE6)
This form is to request approval for foreign travel using state funds. The VE5/VE6 should be completed prior to submitting this form. Once approved, this will be sent to the Office of Accounting to be scanned. For information on foreign travel on state funds, please see HBP 11.2
Travel authorization exception requestException Request
This form should only be used to request an exception to use a rental car agency outside of the 5 allowable companies.Travel reimbursement exception request
This form should be used to request an exception to reimburse a traveler beyond the 60 days post travel rule. Please include itemized receipts and a description of the expenses as well as a clear reason that the rule was not followed. Receipts should be translated prior to submitting this request. Please note that approval is not guaranteed and an explanation of how this rule will be followed going is requireda travel exception such as late submission of reimbursement request or using a non-contracted rental car company.
See the Travel wikis for more detail.