Welcome to the one-stop resource for forms 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
Cost Center Request Form PeopleSoft Form

This form is used to request cost center creations and changes. 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
eDept – Department Request / Update PeopleSoft Form This form is used to process department updates or request new departments. This form can be accessed via the Galaxy portal, through Gemini > Gemini for Departments > Forms > Budget & Accounting > eDept – Department Request / Update. 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 via the Galaxy portal, through Gemini > Gemini for Departments > Financial Compliance > Letters of Representation > 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 via the Galaxy portal, through Gemini > Gemini for Departments > Financial Compliance > Letters of Representation > Dean/Div Head Certification. For more information, please see Letters of Representation (LoR). Financial Management Services
Agency Acknowledgement Form Opens in a new tab. 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 via the Galaxy portal, through Gemini > Gemini for Departments > Forms > Budget & Accounting > Plant Funding Request. Once you are on the form, select “Add new value.” For more information, please see Special Funding Sources. Accounting & Financial Reporting

Managing Employee Payroll
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 via the Galaxy portal, through Gemini > Gemini for Departments > Personnel Info/Actions > ePUR – Position Update / Request. For more information, please see ePAR / ePUR. Budget & Financial Planning
Direct Deposit Utility PeopleSoft Self-Service Utility This utility is used to sign up for Direct Deposit. It can be accessed via the Galaxy portal, through Gemini > Gemini for Departments > Self Service > Payroll and Compensation > Direct Deposit. 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 via the Galaxy portal, through Gemini > Gemini for Departments > Self Service > Payroll and Compensation > W-2/W-2c Consent Form. 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 Certificate) PeopleSoft Form This form is used to update your W-4. This form can be accessed via the Galaxy portal, through Gemini > Gemini for Departments > Self-Service > Payroll and Compensation > W-4 Tax Information. For more information, please see Employee Taxes. Payroll & Tax Services
Foreign National Tax Compliance Process Form Opens in a new tab. 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

Managing Reimbursements
Resource Type / Location Description Department
Employee Travel Voucher eProcurement Form This form is used to request reimbursement following employee travel. This form can be accessed via the Galaxy portal, through Gemini > Gemini for Departments > 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 Travel Reimbursement. Travel & One Card
Extended Stay Travel Form Opens in a new tab. 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 Travel Reimbursement. Travel & One Card
Missing Receipt Form PeopleSoft Form This form is used if an original itemized receipt is lost and the billing agency is unable to provide a duplicate copy. For more information, please see Travel Reimbursement or Business Reimbursement. Travel & One Card
Emp. Non-Travel Reimbursement eProcurement Form This form is used to request reimbursement for business expenses. This form can be accessed via the Galaxy portal, through Gemini > Gemini for Departments > 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 Business Reimbursement. Travel & One Card

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

Arranging Travel
Resource Type / Location Description Department
Hotel Tax Exemption Certificate Opens in a new tab. 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. Travel & One Card
Domestic Travel Authorization Form Opens in a new tab. PDF This form may be used to document approval for travel. For more information, please see Planning Your Trip. Travel & One Card
Travel Advance Card Request Form PeopleSoft 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. This form can be accessed via the Galaxy portal, through Gemini > Gemini for Departments > Forms > One Card & Travel > Travel Advance Card Request. For more information, please see Planning Your Trip. Travel & One Card
Student / Team / Group Domestic Travel Authorization (B14-D) Opens in a new tab. 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. Travel & One Card

Buying Goods & Services
Resource Type / Location Description Department
UT Dallas Sales Tax Exemption Certificate Opens in a new tab. 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) Opens in a new tab. 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
Purchase Order Closeout Request Form  Opens in a new tab. PDF This form is used to request close-out of a purchase order. 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 via the Galaxy portal, through Gemini > Gemini for Departments > Forms > One Card and Travel > One Card Application Form. Once you are on the form, select “New Form.” For more information, please see One Card Program. Travel & One Card
Missing Receipt Form PeopleSoft Form This form is used if an original itemized receipt is lost and the billing agency is unable to provide a duplicate copy. For more information, please see One Card Program. Travel & One Card
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 via the Galaxy portal, through Gemini > Gemini for Departments > 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. Financial Management Services
Non-Catalog / Contractors Form eProcurement Form

This form combines the Non-Catalog requisition and the Independent Contractor forms.

The Non-Catalog section of the form is used for any vendor purchase that is not a punch-out.

The Independent Contractor section of the form is used for individuals providing services when the individuals are not affiliated with University. No companies or employees paid on this form. Independent contractors include: athletic trainers, art models, DJs, face painters, musicians / performers with no contracts or agents, proof readers, sport officiating officials, translators, transcribers, film editors, photographers, one-time speakers, videographers.

This form can be accessed via the Galaxy portal, through Gemini > Gemini for Departments > 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.

Purchasing
Independent Contractor Certification Opens in a new tab. PDF This required form is to be attached to all new Independent Contractor forms in eProcurement. 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. The form is required to be renewed every four months if you reuse the supplier again. For more information, please see eProcurement Resources. Purchasing
Statement for Services Performed Outside the US – Foreign Individual Opens in a new tab. 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 Opens in a new tab. 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 Request Form Opens in a new tab. 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. Receivables & Sponsored Accounting
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 via the Galaxy portal, through Gemini > Gemini for Departments > Forms > Marketplace and Treasury > Marketplace Application. Once you are on the form, select “Add new value.” For more information, please see Accepting Payments. Financial Management Services
UTD Nonfinancial Questionnaire (NFQ) Opens in a new tab. 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. Payroll & Tax 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 via the Galaxy portal, through Gemini > Gemini for Departments > Forms > Marketplace and Treasury > Marketplace Change Request. 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 checks. For more information, please see Accepting Payments. Financial Management Services