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Business Affairs Forms
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. CBS units: use CBS Cash Advance Survey.
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. CBS units: use CBS Cash Advance Survey.
For information on processing travel cash advance, please see HBP 11.4
See the Cash Advance wiki for more detail.
Contract Form
Contract Submission Form
This form should be used to submit a contract for review/approval by the Dean's office. Dean's Office will route it to Business Contracts Office for you. For information and forms, please see the Business Contracts website. Please submit contract submission form at least 10 business days prior to services (refer to typical COLA Contract Processing time handout for special processing). Please only use this form if your unit does not have access to Contracts+ (can verify with geb-business@austin.utexas.edu).
See the COLA Business Contracts page for more detail.
Co-sponsorship Forms
Co-sponsorship approval form
This form is to request approval for a co-sponsorship payment. Please attach all backup documentation using the attach icon in DocuSign. Backup documentation should include the voucher document ID and a description of the event. When the form is signed and returned, please include this in the document notes and route the voucher forward. CBS units: use the CBS CO-Sponsorship form.
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).
Define Authorized Signers Form
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 the dean using: jadems@eid.utexas.edu Questions can be sent to the Signature Desk.
Purchasing Forms
These forms should be used to request an exception to the university or college purchasing rules. Please include itemized receipts and a description of expenses as well as a clear reason the rule was not followed. Tax may not be included in this request. Please note that approval is not guaranteed and an explanation of how this rule will be followed going forward is required.
Purchasing exception request (for purchases over $15k)
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.
Exclusive Acquisition Justification (EAJ)
For non-competitive purchasing requests over $15K with a sole source.
For non-competitive purchasing requests over $15K.
Prepayment/progress payment form
For limited instances when payment is required before goods/services are delivered.
Additional forms 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 this guidance to route forms to COLA Finance Frontline in DocuSign, if needed.
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 request for rental car use
This form should only be used to request an exception to use a rental car agency outside of the 5 allowable companies.
This form should be used to request a travel exception such as late submission of reimbursement request or using a non-contracted rental car company.
See the Travel wikis for more detail.