Use the Combine Files tool to merge Word, Excel, PowerPoint, audio, or video files, web pages, or existing PDFs. Acrobat lets you preview and arrange the documents and pages before creating the file. You can delete unwanted pages and move individual pages from a document anywhere among the combined pages. Acrobat converts the pages of the various files into sequential pages of a single PDF.
Open Acrobat, and selectSee all tools. TheAll tools interface opens.
From theAll toolsinterface, under the Create section, select Combine files by selecting its icon or Open. The Combine files interface is displayed.
SelectAdd filesfrom the horizontal bar from the upper left. You get options to add a folder of files, a web page, any currently open files, items in the clipboard, pages from a scanner, an email, or a file you combined previously.
Note:
If you add a folder that contains files other than PDFs, the non-PDF files are not added.
As needed, do any of the following:
Rearrange Pages
In the Thumbnail view, drag-and-drop the file or page into position. As you drag, a blue bar moves between pages or documents to indicate the current position.
Expand pages or Collapse Document
In the Thumbnail view, hover over the page or file and select the Expand pages thumbnail. In the expanded view, you can easily move the individual pages among the other pages and documents.
To collapse the pages, hover over the first page and select the Collapse Document thumbnail.
Preview pages
In the Thumbnail view, hover over the page and then select the Zoom thumbnail.
Delete pages
In the Thumbnail view, hover over the page and select the Delete thumbnail.
Sort files
In the List view, select the column name you want to sort by. Select again to sort in reverse order. The list's order of files reflects the files' order in the combined PDF. Sorting rearranges the pages of the combined PDF.
Move files up or down file list
Select the file or files you want to move in the List view. Then select the Move Up or Move Down button.
Select Options, and select one of the file size options for the converted file:
Smaller File Size
Reduces large images to screen resolution and compresses the images by using low-quality JPEG. This option is suitable for onscreen display, email, and the Internet.
Default File Size
Create PDFs suitable for reliable viewing and printing of business documents. The PDF files in the list retain their original file size and quality.
Larger File Size
Creates PDFs suitable for printing on desktop printers. Applies the High Quality Print conversion preset and the PDF files in the list retain the original file size and quality.
Note:
Larger File Sizeoption may result in a larger file size for the final PDF.
If any source files are already PDFs, theSmaller File Size option applies theReduce File Size feature to those files. TheReduce File Size feature is not applied if either theDefault File Size orLarger File Size option is selected.
In theOptionsdialog box, specify the conversion settings as needed, then select OK.
When you've finished arranging the pages, select Combinefrom the upper-right.
A status dialog box shows the progress of the file conversions. Some source applications start and close automatically.
Insert one PDF into another
Open the PDF you want to use as the foundation for the combined file.
From theAll toolsmenu, select Organize Pages. The Organize Pages toolset is displayed.
From the Organize pages toolbar, select Insert>From File.
Alternatively, you can right-click a page and selectInsert Pagesto get the insert options.
Select the PDF you want to insert and chooseSelect.
In theInsert Pagesdialog box, specify where to insert the document. Select the option as per your need from theLocationdrop-down menu, and then select OK.
To leave the original PDF intact as a separate file, go toFilein the upper left, select Save As, and enter a new name for the merged PDF.
Note:
You can also add an existing file to an opened PDF. Drag the file icon directly into the Page Thumbnails panel in the navigation pane.
File Namesnames
Naming standards ensure that all saved documents are easily accessible, especially when shared between our units and the business office.
All documents must be saved inPDFformat using consistent file-naming as follows: Event Date-Unit or Center Name-Event Name-Form type For example: 10.31.00-WC-AmbassadorTraining-OOEF
Add preceding zeroes in dates. Example:04.03.20
Do not add spaces unless part of a title.
Separate dates with periods.
Use hyphens between sections.
Abbreviate when necessary.
Auihorizontalnavpage
title
Business Cards
Please confirm with your supervisor whether you need to order business cards PRIOR to ordering.Not all staff are required or need business cards.
businesscardtop
FORMATTING GUIDELINESformat
Business card design
To maintain a consistent presentation that supports UT Austin's brand, Enrollment Management staff should ONLY use the UT Academic Business Card template.
Correct:
Incorrect:
Name
The name you use professionally, including (if desired) any generational titles
Include with permission of your immediate supervisor and if you are comfortable conversing in Spanish
Because the standard business card templates do not include a field for this information, add to the title field, separated by a pipe character
Capitalize and punctuate appropriately
Correct:
Financial Aid Counselor | Hablo español.
Incorrect:
Financial Aid Counselor, Hablo español.
Financial Aid Counselor | hablo espanol
Admissions Counselor | Se habla español.
Orderingordering
Business cards can be ordered through Document Solutions via online portal which links to the below approved business card format.
Please contact your unit Executive Assistant or Office manager for the appropriate account.
Select the option to IDT your purchase
Enter unit account number appropriate for purchase
Enter signature authority EID: KLF2248
Enter employee EID to pull up information
Format information according to employee's preference
Tap on blue button to preview card before proceeding
Entering unit address in "Other Delivery Address" should allow the business cards to be delivered directly to the unit; however, if delivered to UTA, the business cards will be forwarded.
Delivery delivery
Please see example below:
The prefilled address below would be the correct one to enter for any order.
Under Other Delivery Address, enter the desired delivery address in the empty fields below.
DEPARTMENTS ON CAMPUS
If you are not able to receive business cards at your location due to COVID
UTM - UT Main Campus
Building: UTA
Floor: 00
Room: 0.202
Mail Code: D2100
DEPARTMENTS OFF CAMPUS
Note that you are shipping off campus
Enter Unit Address
Auihorizontalnavpage
title
DocuSign
DocuSign supports our university community goal of a more sustainable, green, and paperless future for Texas. It is an enterprise document signature solution that provides units with modern ways of approaching a paperless workflow. To learn more visitdocusign.utexas.edu.
Benefits of DocuSign:
It's Legally Binding and Secure:Provides secure delivery of official University documents and is valid and legally binding around the world.
It's Fast and Efficient:eSignature reduces turn-around time, reduces manual staff labor, and provides the opportunity to increase efficiency.
Its Green and Sustainable:Processes can be completely paperless, cutting down on the need for storing copies, mail costs, and imaging.
It's Global and Available 24/7:Provides faculty, students, and staff a secure, effective, and fast way to sign and return documents anytime, anywhere in the world.
docusigntop
Setting up DocuSignsetup
Create a UT DocuSign Signer Account
Click the "Login to DocuSign" link located in the top portion of theDocuSign webpage
Enter your UT EID and password and your Duo information as prompted
You're ready to sign!
Optional: For additional privileges such as the ability to send documents for signature or creating PowerForm templates, fill out the DocuSign Sender Request form. The Business Office will review your request within 2-3 business days and CC you to initiate your set up with the Records and Information Management Team.
Once you are in DocuSign, you can see all the documents and their statuses (Complete, Waiting on Other's for Signature, Voided, Requiring Action, etc.).Note: Your UT DocuSign Signer Account must be set up first and your EID email ([EID]@eid.utexas.edu) must be used in order to manage the document in your DocuSign Account.
Overview
Action Required- Documents listed here are waiting for your signature or actions before it can move onto the next step. Reminders will be sent to you to push the document along. NOTE: Failure to do so will cause the document to become voided.
Waiting for Others- Documents listed have you in the signing chain, but are waiting on others to take action. You can see here where the document lies in the signing chain.
Expiring Soon- Some documents will have time constraints and expire if not signed in a timely manner.
Completed- Documents that are completed can be accessed here.
11 minute video. Requires UT EID login to UTLearn.
Explores the Home page; the Manage Page - Inbox, Sent, custom folders; detailed review of sent documents - envelope details, resending, voiding, correcting.
UC Business Office will assist with your notary renewals. In order to complete the order, you must follow a two step process.
Contact the state to obtain an invoice, and Business Office Payments Team will issue a check with the confidential attachments. The state will provide you with a certification letter.
Upon receipt of the certification letter, you may order your notary stamp by submitting a Purchase Request in JIRA.
Login to the General Accounting Request form using the direct link above. Remember to login using your EID email address YOUREID@eid.utexas.edu. For more information on logging in go to
Summary: Enter a title of the request like a subject in an email.
What can we help you with today?: Enter as much information you can about the Parking Chaser request to allow Finance and Administration to assist you.
Priority: Let Finance and Administration know if this request is urgent.
Attachment: Upload completed
Note: If not logged in, there will be an option to input your email at the bottom of the request.
Click Send to submit request.
What happens next?
Check your email! You will receive an email notification confirming receipt of your request.
All requests received through the portal and via email will create a "ticket" used to track and send status reports.
Each ticket is assigned a number that identifies with the request.
Ticket numbers look like this: EMSS-####
Note: The EID email address used to access the EM Customer Service Portal will automatically send email notifications to the standard "austin.utexas.edu" email address.
You must receive approval for a departmental ProCard from the Undergraduate College Chief Business Officer by submitting a General Help Request ticket in the JIRA portal. Undergraduate College Business Office Support Services administers all aspects of departmental ProCards except for the application.
For the first six months you have your ProCard, you are required to seek approval prior to purchase for all transactions.
The ProCard Office maintains extensive policies and offers regular training for ProCard holders. Be sure to review this information prior to requesting a departmental ProCard.
Once approval to apply for a ProCard is received from the UC Business Office, you may proceed with your request through the online application.
Account number: ___Provided by UC BOSS____________
Single Transaction Limit: $2000
Justification: Due to the rising cost of conference registrations, we are requesting an increase in our single transaction limit.
Cycle Limit: $5,000
Bank Activation Number: THIS IS BASICALLY YOUR PIN. Do not forget this.
Card Manager EID: KP2234
Reconciler: JLF4384
Approvers: Department Manager KP2234
Business Officer: Michael Valdez
Owning Unit Code: 5028-000
Once you get your card, please request a meeting through your ProCard Request in JIRA to discuss the rules for a first year card holder.
DISALLOWED PURCHASESdisallowed
This list is not all-inclusive, but is intended to give ProCard users a great deal of guidance regarding appropriate usage and items that are considered disallowed. Prior to using the card, this list must be reviewed in its entirety. The purchase of an item included on this list will result in Consequences.
The following vendors are the ONLY grocery stores that a tip can be included in the delivery fee. Gratuities should not exceed 20 percent (20%) of the bill subtotal before sales
HEB, Walmart, Target, Central Market, Whole Foods, Wheatsville Co-op
Items prohibited from purchase under grant or research contracts
Landscaping
Lasers: Class 3 and 4
Leases & Lease – Purchases or any other time payment
Lecture Services
Medical Services
Moving Services
Narcotics, Prescription Drugs and Controlled Substances
Office Supplies – traditional office supplies must be purchased from Today’s Business An example listing of traditional office supplies can be found here.
Vehicles, Vehicle Rentals and associated vehicle related costs
Veterinarian Services
VISA’s and Embassy Related Registration
MOST COMMON PURCHASESmcp
Some of the most common ProCard purchases are listed in the table below. For questions regarding allowable purchases, submit a General Help Request via the JIRA portal.
Catering is not allowed on the ProCard unless purchased through a grocery store. Grocery items are authorized with a tax exemption certificate. Both of these types of purchases require an approved OOEF on file.
EXCEPTIONSexception
The Exception Request Form is intended to supply the Central ProCard Office with the necessary information needed to assess and complete an exception request. If additional information or clarity is needed, the Central ProCard Office will reach out. Please note, this form is not meant to circumvent policies established by theOffice of Accounting and Financial Management.
The following exceptions may be requested:
Single Transaction Limit Increase (Temporary*/Permanent)
Cycle Limit Increase (Temporary*/Permanent)
Used Equipment
Emergency
Office Supplies
Disallowed Item
Add Merchant Category Code
An exception request may only submitted by a ProCard holder.
An exception request may be multi-tiered, but the entirety of these requests must be directly related to a single event. If the requests are not directly related, please submit individual exception requests. Please note, ifpartof a multi-tiered exception request is denied, the entire exception request is denied.
*Please note that if a temporary single transaction limit increases, the limit will revert back to its previous limit based upon the adjustment needed by date. Additionally, for a temporary cycle limit increase, the limit will revert back based on applicable cycle limit end dates selected below.
Please be aware that if the anticipated VP7 production date falls a weekday immediately following the close of cycle.
BEGIN CYCLE DATE
END CYCLE DATE
ANTICIPATED VP7 PRODUCTION DATE
DEPARTMENTAL APPROVAL DEADLINE BY 5:00 PM
09/04/23 Mon
10/03/23 Tue
10/04/23 Wed
10/26/23 Thu
10/04/23 Wed
11/03/23 Fri
11/06/23 Mon
11/27/23 Mon
11/04/23 Sat
12/03/23 Sun
12/04/23 Mon
12/19/23 Tue
12/04/23 Mon
01/03/24 Wed
01/04/24 Thu
01/26/24 Fri
01/04/24 Thu
02/03/24 Sat
02/05/24 Mon
02/23/24 Fri
02/04/24 Sun
03/03/24 Sun
03/05/24 Tue
03/26/24 Tue
03/04/24 Mon
04/03/24 Wed
04/04/24 Thu
04/25/24 Thu
04/04/24 Thu
05/03/24 Fri
05/06/24 Mon
05/28/24 Tue
05/04/24 Sat
06/03/24 Mon
06/04/24 Tue
06/25/24 Tue
06/04/24 Tue
07/03/24 Wed
07/04/24 Thu
07/25/24 Thu
07/04/24 Thu
08/03/24 Sat
08/05/24 Mon
08/14/24 Wed
08/04/24 Sun
08/15/24 Thu
08/16/24/ Fri after 12:30pm
08/27/24 Tue
Transaction with an approval deadline after 09/01/2023 will have FY 2023-2024 fund available.
MONTHLY RECONCILIATION & PROCESS MAPreconciliation
ProCards require monthly reconciliation.
UC Boss will initiate the ProCard Reconciliation DocuSign PowerForm to the Department Administrative Contact and the ProCard holder. This PowerForm will include all ProCard transactions for the appropriate billing cycle that need to be reconciled.
Department Administrative Contact will compile the receipts in transaction order with appropriate authorization paperwork immediately following the invoice/receipt. For instructions on merging files into one Adobe .pdf, please visit the Adobe section of our Administrative Resources Guide.
STEP-BY-STEP:
UC Boss Admin retrieves transaction table from GCMS.
UC Boss Admin edits DocuSign template date, billing period, and due date and pastes GCMS transaction table into template body.
UC Boss Admin inputs signer information for each department in appropriate order and sends envelope.
Department Administrative Contact reviews transactions for accuracy. Any issues with receipts or transaction details should be reported immediately.
Department Administrative Contact compiles one .pdf file of reconciliation in the following order:
Completed Transaction Log
Itemized Receipt(s)/Proof of Purchase + any required authorization document
For example: if you have multiple purchases authorized by an OOEF, the same OOEF must be included behind each receipt.
Department Administrative Contact attaches single .pdf of all reconciliation documentation to the DocuSign template and signs the acknowledgement.
Departmental Reviewer ensures the receipts and appropriate authorizations are included in the file accordingly and signs the acknowledgement. Any errors will result in the DocuSign being returned to the Departmental Administrative Contact for correction.
UC BOSS reviews the final transaction log, receipts, and authorizations and inputs object codes and accounts into the VP7 for finalization.
BEST PRACTICES:
4incompleteComplete transaction log with every purchase. Add GOODS RECEIVED date to the transaction log.5incompleteMaintain internal copies of all ProCard receipts with authorization documents. 6incompleteUpon reconciliation, combine all receipts and authorization documents into one .pdf file in transactional date order.
FAQfaq
GCMS
How do I reset my PIN?
When you contact the bank, they will ask you to validate your identity by giving the bank activation number you supplied on your original application. The bank may refer to this number as one of the follow: your social security number, employee verification number or employee ID number; the bank does not have access to any of those numbers. They are referring to the bank activation number provide on the card’s application. If you cannot recall this number, you can access this information through theProCard Database.
Do not set your chip PIN number to your activation number, these two numbers must always be different.
I called Citibank and they asked for the last 4 digits of my social security number. However, the last 4 digits of my social security number doesn’t work; what is this number?
Neither Citibank or ProCard has access to a cardholder’s social security number. This number is the 4-digit ‘Bank Activation Number’ the cardholder created on their application for the ProCard. To retrieve this number, please go to theProCard Database, on your Profile view the application, click within the cell (shown below), and the number will appear.
GENERAL
How do I increase my single transaction or cycle limit?
For limit increase requests, please submit anexception request. These increases can be completed on either a temporary or permanent basis. Please note that if a temporary single transaction limit increases, the limit will revert back to its previous limit based upon the date of purchase. Additionally, for a temporary cycle limit increase, the limit will revert back based on applicable cycle limit end dates selected below.
I am leaving my position. What should I do with my ProCard?
The cardholder should fill out theProCard cancellation form. The form must be signed by the appropriate parties and submitted to the Central ProCard Office. Cancelled Procards do not need to be returned, but instead can be physically destroyed.
Can I connect a PayPal account to my ProCard?
ProCard Cardholders cannot use a PayPal account and must instead utilize the “guest” option upon checkout.
What steps should I take if fraud has occurred on my ProCard?
All correspondence related to the fraud should be included in your reconciliation packet for imaging, as well as in the *DEFINE notes of the VP7 voucher. The fraud must be reported to the bank within 60-days of the statement date. A refund should be issued for the next cycle period. If the refund does not clear within the next cycle period, contact the bank.
Is catering allowed on the ProCard?
Restaurant catering is not allowed on the ProCard. Whole Foods and Central Market are the only vendors approved for catering on the ProCard because they are classified as grocery stores that offer catering on the side. Grocery store purchases are authorized on the ProCard with a completed tax exemption certificate.
Is prior approval required for eBay purchases?
eBay purchases exceeding $500 require prior approval from the ProCard Manager. Please submit anexception request. If approved for purchase, transactions should be processed as "used equipment."
For information on eBay purchases, please seeHBP 7.8.3.
Auihorizontalnavpage
title
Sales Tax Exemption
STATE SALES TAX
The university is exempt from Texas state sales tax, including 6% hotel occupancy tax.
Present the completed certificate to the vendor for tax removal at time of purchase. If the vendor refuses to remove Texas state sales tax, notify the business office as soon as possible.
Before presenting tax exempt form to vendor, complete the following information:
Seller Name (vendor name)
Seller Address
State, City, and Zip Code
Your Signature
Your Title
Date
Before presenting tax exempt form to vendor, complete the following information:
Seller Name (vendor name)
Seller Address
State, City, and Zip Code
Your Signature
Your Title
Date
Auihorizontalnavpage
title
Trademark Licensing & Artwork
The university's Brand Book and Toolkit provides guidance for proper use of branding across multiple communication types, including email signatures, business cards, printed materials, promotional items, and more.
All promotional items with artwork using proprietary marks will need extra time (at least one week) for processing. These marks include:
UT Wordmark (logo)
Longhorn silhouette
Bevo
Artwork will be reviewed by Trademark Licensing.
Only authorized, licensed vendors are allowed for merchandise production.
Payee Information Forms are now sent directly to vendors via DocuSignby Finance and Administration.
If a vendor needs to be entered into UT's payment system, submit request via Finance and Administration Vendor Set up Request Form Portalto Finance and Administration for a Payee Information Form (PIF) to be sent directly to the vendor to complete.
jiraVendor Set up Request Form Portalprimaryhttps://utexas-provost-issues.atlassian.net/servicedesk/customer/portal/2/group/9/create/70true
Note:Be sure to let the vendor know a document will be emailed to them from DocuSignvia Vendor Identification Department. If vendor has not received an email within 24 hours, they should check their Junk Mail folder.
Visit on how to submit request for Payee Information Form or Direct Deposit Authorization to set up vendors in UT's payment system.
Payee Information Form Checklist for Vendors
All payees/vendors complete Section 1and Part IV.
Individuals* and Sole Proprietors* complete Part Iand Part IV.
Partnerships complete Part IIand Part IV.
Corporations and other entities complete Part IIIand Part IV.
*Required: Individuals or sole proprietorsmust attach photocopy of vendor's social security cardor photo id(i.e.- driver license).
What is this form used for?
Use this form to have a vendor or individual added to the vendor system or request direct deposit for a vendor.
jiraClick Here to Go To Vendor Set up Request - PIF and Direct Depositprimaryhttps://utexas-provost-issues.atlassian.net/servicedesk/customer/portal/2/group/9/create/70true
How to submit a Vendor Set up Request:
Login to the EM Customer Service Portal using the direct link above. Remember to login using your EID email address YOUREID@eid.utexas.edu. For more information on logging in go to EM Jira Service Management
Summary: Enter a title of the request like a subject in an email.
Department: Select your department from the drop down menu.
Are you requesting a PIF, Direct Deposit, or both? Select from drop down menu.
Company/Individual's Name: Enter the full name of the vendor or individual to be added into UT's payment system.
Contact Person: Enter the full name of the authorized person who will complete the Payee Information Form (PIF) or Direct Deposit Authorization (DDA) form.
Contact email: Enter the direct email address of the contact person completing the PIF or DDA.
Comments/Additional information: Provide any payment-related information not requested above.
Attachment: Upload completed PIF or DDA from vendor (if applicable but not required).
Note: If not logged in, there will be an option to input your EID email at the bottom of the request.
Click Send to submit request.
What happens next?
Check your email! You will receive an email notification confirming receipt of your request.
All requests received through the portal and via email will create a "ticket" used to track and send status reports.
Each ticket is assigned a number that identifies with the request.
Ticket numbers look like this: EMSS-####
Note: The EID email address used to access the EM Customer Service Portal will automatically send email notifications to the standard "austin.utexas.edu" email address.
What if I have a question or need to provide additional information to my request?
Select Requests on the upper right part of your screen next to your profile photo
Select Created by me
From the drop down menu, select Any Status to show all requests sent via customer service portal
Click on the ticket number under the Reference column to open ticket
From the ticket, you can view the Status and Activity of your ticket.
Scroll down to Add a Comment
Begin typing in the comment box to open up additional options such as attaching a file or entering URLs
Questions or comments can also include links, attachments, and tables.
Click on the link icon to add a URL, the photo icon to upload a file, or the plus icon for additional options.
Click SAVE to submit your inquiry to Finance and Administration.
Check your email! You will receive a notification that your request has been received and will be followed up by a Finance and Administration agent soon.
Auihorizontalnavpage
title
W-9 & Credit Letters
Use this formto request information to be sent directly to a vendor by the Administration Services section of Accounting and Financial Management.
Taxpayer Identification Number and Certification (W-9)
Credit Letter—The University of Texas at Austin does not provide account numbers or business references to vendors. The Annual Financial Report, audited by The State Auditor's Office, is published online and is available at any time. Vendors will receive a credit letter explaining this policy.
Use this formto request information to be sent directly to a vendor by the Administration Services section of Accounting and Financial Management.
Taxpayer Identification Number and Certification (W-9)
Credit Letter—The University of Texas at Austin does not provide account numbers or business references to vendors. The Annual Financial Report, audited by The State Auditor's Office, is published online and is available at any time. Vendors will receive a credit letter explaining this policy.