Administration and Finance Forms

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Access Forms ( t o p )

• PeopleSoft Finance Access (Adobe) This form is used to request access to the Financial System
• UHS Accounts Payable and Purchasing Vendor Setup Form --- For use by UHS departments or potential vendors to request creation of a vendor in PS Payables and Purchasing. (MS Word | Adobe(pdf))
• UHS Accounts Payable Individual Setup Form --- For use by UHS departments to establish an employee, student or other individual as a vendor in PS Payables. (MS Excel | Adobe(pdf))

Budget Forms ( t o p )

• Budget Request Summary for Key Items (excel) (Key budget requests are summarized and totaled)
• M&O Budget Request Form (excel) (Request increases in Maintenance and Operations Funds)
• Position Request/Adjustment Form (excel) (Request increases in FTE or add a new position)
• Capital Budget Request Form (excel) (Request funding for capital equipment with useful life of more than 1 year)
• Budget Carryforward Justification Form(excel) (Request budget balances available to carryforward to the new year)

Business Services Forms( t o p )

• Bulk Mail Form - Departmental required information for mailing of Bulk Mail. Prepare and send to Mail Services. (Bulk Mail Worksheet)
• Parking Violation Appeal Request This form is used to appeal parking violations for employee and students of the University of Houston-Victoria
• Phone Log for University provided communication devices Refer to UHV Policy A-16 Telecommunications User Guidelines/Responsibilities, Attachment B exceptions).
• Postal Register - use when postage is purchased with a ProCard for department mailings. Log must be attached to ProCard transaction as supporting documentation.
• Records Disposition Request This form is to be completed by the department requesting State records be transferred to storage or destruction.
• Request for Disposal of Duplicate or Convenience Record Copies This form is to be completed by the department requesting duplicate or convenience records be transferred to storage or destruction.
• Related Party Disclosure This form is to be completed by Delegated Departmental Purchasers or Cost Center Authorities on an annual basis to disclose any related party interests.

Cash Handling ( t o p )

• Acknowledgement of Receipt of Funds and Cash Handling Procedures This form is used to acknowledge receipt of change fund by the fund custodian or an employee cash handling duties.
• Change Fund Monthly Verification Form - This form is used by the change fund custodian to verify the change fund on a monthly basis.
• Check Certification - Request for replacement check in case of lost, destroyed, stolen or not received checks.
• Deposit Form - Cash - This form is used to submit cash deposits to the Finance cashier.
• Deposit Form - Check - This form is used to submit check deposits to the Finance cashier.
• Deposit Form - Charges - This form is used to submit credit card charges to the Finance cashier for deposit.
• Overages/Shortages Form - This form is used to report any overages or shortages in the change fund.

Contract Forms ( t o p ) Administrative Forms ( t o p )

• Consultant Certification.This certification must be printed out, signed and attached to the contract coversheet when requesting a consultant agreement.
• Consultant Notification Form.This form is used to report that the University has entered into certain consulting contracts to satisfy reporting requirements of the Governor's Budget and Planning Office. Business Services prepares.
• Contract Administration Checklist - The checklist was developed to track contracts and becomes part of the contract file. Business Services prepares upon receipt of any contract.
• Recommendation for Award Form - This form must be completed whenever a contract is expected to exceed $15,000. Department prepares and submits to Business Services.
• Contract Coversheet - This form must be printed out and completed by the department any time the vendor’s contract is being used. Forward to Business Services along with Vendor’s contract. Department prepares and submits to Business Services. This form must be submitted with all contracts.
• Contract Monitoring Acknowledgement - The department entering into a contract signs this form to acknowledge contract responsibility. The executed form becomes part of the contract file. Business Services prepares for department signoff.
• Justification of Untimely Submittal This form must be printed out and completed by the department whenever a request for contract has not been submitted according to the Contract Execution Timeline.

Standard Agreements ( t o p )

• Alternative Dispute Resolution - This form is a required attachment to every contract the University enters into. Business Services prepares.
• Child Support Certification S-99-25 This form is a required attachment to every contract the University enters into to certify that the contractor is in compliance with state Child Support laws.
• Consulting Agreement S-98-6 - This form is necessary when the University requires services as defined in Government Code Chapter 2254. The agreement is between the University and the individual who is providing consulting services. Business Services prepares.
• Contract ServicesAgreement S-99-4 - This agreement is recommended for any non-consulting service. This contract is required when services will exceed $3,000 or when non-employee travel related expenses are involved regardless of the dollar amount. Business Services prepares.
• Independent Contractor Agreement OGC-S-2006-01 - This form used when the traditional employee relationship does not exist. Business Services prepares.
• Independent Contractor Agreement on Service Order Basis, OGC-S-2008-04 - This form used for independent contractors when multiple service orders will be required. Business Services prepares.
• Interagency Cooperation Contract - This form is used for contracts between two or more state agencies. Business Services prepares.
• Interlocal Cooperation Contract S-98-22 - Used for agreements between state agencies and local governmental entities (school districts, counties, city governments, etc.) Business Services prepares.
• Intrasystem Cooperation Contract S-98-9 - Used for agreements with other UH campuses. Business Services prepares.
• Letter of Contract S-99-22 – Used for agreements with trade, craft, and construction vendors when work is performed on campus as a result of Purchasing Dept. bid award. Business Services prepares.
• Professional Services S-99-23 -Used for services of an architect, engineer, or surveyor, as defined by Government Code 2254. Business Services prepares.
• School of Nursing Affiliation Agreement – used for nursing student clinical rotation at various facilities.
• Space Lease Agreement S-99-1 - Used for leasing of facility space. Business Services prepares.
• Speaker Agreement (OGC S-2002-3) This form is used for agreements when engaging speakers under $200. The form includes language incorporating the speaker’s obligation to indemnify the University. Department prepares and submits to Business Services.
• Student Teacher Internship Agreement - This form is used for agreements between the University and other entities for student intern services. Approved OGC form.Department prepares and submits to Business Services.

Employee Forms ( t o p )

• Alternative Work Request Form This form is used by employees to request to work "flex hours" instead of normal work hours. (interactive)
• Application for Family and Medical Leave or Parental Leave This form is used for employees to request family, medical or parental leave.
• Authorization for Overtime (Non-Exempt Staff). This form is used by non-exempt to request overtime and is attached to the timesheet. (interactive)
• Authorization to Conduct a Criminal History Record Investigation This form is completed to request a Criminal History Records Investigation.
• College Release Program This form is used by employees to request release time to attend college courses. (interactive)
• Documentation of Oral Counseling This form is used by a supervisor when oral counseling of an employee is necessary.
• Employee Self-Appraisal This form is used by employees to provide input to supervisors during the appraisal period.
• Job Performance Appraisal This form is used for employee evaluation.
• Leave Request Form This form is used by exempt and non-exempt employees to request leave and is attached to timesheets. (interactive)
• Notice of Dismissal From Employment (Example) This form is used by the supervisor to give notice of dismissal to an employee.
• Notice To Employee of Suspension W/O Pay (Example) This form is used by the supervisor to give notice of suspension without pay.
• Written Reprimand (Example) This form is used by the supervisor to provide a written reprimand to an employee.

Facilities Forms ( t o p )

• Alcoholic Beverage Use Form This form is used to request the ability to serve alcoholic beverages on campus. (interactive)
• Facilities and Grounds Reservation Form This form is used to reserve facilities at the University of Houston-Victoria (interactive)
• Key/Locks Request This form is used to request keys to the University. The completed form is submitted to the Director of Facility Services. (interactive)
• Room Set Up Form This form is used to request a non-standard room set up for functions and for any use of the multi-purpose room. (interactive)
• Service Request Form This form is used to submit a service request to Facilities Services. (interactive)

Grant Forms ( t o p )

• Grant Proposal Evaluation Sheet This form is used to request approval for a grant proposal.

Miscellaneous ( t o p )

• Policy Review Form This form is to be completed by the author of a UHV policy. The form must accompany the draft policy which is forwarded to Cabinet for review. (Interactive)

Property Management Forms ( t o p )

• Designated Property Custodian This form must be completed annually to designate a property custodian for each department. The form is forwarded to the University Property Manager.
• Furniture/Equipment Move Request This form is to be completed when requesting to move furniture from one location to another within the University (PMG-1). (interactive)
• Service Request This form is be completed by the property custodian to have furniture and equipment be moved.
• Request for Authority to Remove Property from Campus and Verification of Property Return (PMG-2) This form is to used by employees to request authority to remove property from the campus. (interactive)
• Request for Authority to Remove Property from Departmental Inventory (Lost, Stolen, Unserviceable or Surplus) (PMG-3) This form is used by the property custodians to request property be removed from departmental inventory listings. (interactive)

Purchasing Forms ( t o p )

• Lost Receipt Affidavit This form is required as documentation for lost ProCard receipt.
• Authorization of Departmental Delegated Purchaser This form provides authorization of delegated departmental purchasers and must be provided to the Purchasing department at the beginning of the fiscal year. (interactive)
• Bookstore Charge Form This form must be completed when purchasing goods from the Victoria College Bookstore. (interactive)
• Delegated Departmental Order Form This form must be completed when purchasing goods which require a delegated department order form. (Excel)
• Justification for Emergency Acquisition This form is used to provide justification when requesting emergency purchase. (html version)
• Justification for Emergency Acquisition This form is used to provide justification when requesting emergency purchase. (interactive)
• ProCard Cardholder Agreement – This form is to be completed by the cardholder upon issuance of a ProCard.
• ProCard Cardholder Application – This form is to be used by an employee authorized by the department head to apply for a ProCard. (Security background check is required)
• ProCard Audit Checklist - Auditor's checklist form
• Proprietary Justification Form (sole source) This form is to be completed whenever a need for specific goods or services which either preclude competing or equivalent products and services or must be provided by only one specific vendor. (interactive)
• Purchase Requisition For Business Contingency Use Only. Contact Purchasing prior to using this form. This form is used to request the purchase of goods or services which require a purchase order. (Excel spreadsheet)
• Related Party Disclosure Form This form is to be completed by delegated departmental purchasers, account signature authorities, and ProCard users and is required on an annual basis.
• State of Texas Tax Exempt Form This form is to be completed by delegated departmental purchasers to provide vendors proof of the University's tax exempt status.
• Vendor Performance Form This form is used to submit a complaint against a vendor for poor performance or to state excellent performance of a vendor.

Safety and Risk Management and Campus Compliance Forms ( t o p )

• Accident Checklist This form is used to report accidents while using a fleet vehicle.
• Claim Release (Payment to Claimant) For Business Services Use Only. Payment to claimant for property damage and/or personal injury for an alleged incident approved by Business Services Risk Management.
• Claim Release (Payment to Vendor) For Business Services Use Only. Payment to vendor for property damage and/or personal injury for an alleged incident approved by Business Services Risk Management.
• Financial Aid Employee Conflict of Interest Certification All Financial Aid employees are required to complete this certification within 30 days of employment.
• Hot Work Permit This form is used when hot work is required by employees, contractors or other vendors prior to the start of work within University owned, leased, or controlled facilities.
• Incident Report This form is used to report incidents to the Safety Officer.(Interactive)
• Liability Release of Injuries This release of liability for injuries involves the voluntary participation in a University activity monetary compensation may be considered. (Department completes, send original to Business Services)
• Photo/Voice Release Form - Authorization for use of an individuals photograph, image, voice, performance or likeness for purposes related to mission of the university. Approved OGC Form S-2003-2
• Release Forms for University Programs for Minors Release form to give permission for a minor participating in a University-sponsored activity or trip.
• Release and Indemnification Agreement for Adult Students This form is to be used by students when traveling more than 25 miles for university-related events.
• Release and Indemnification Agreement for Adults (non-students). This form is to be used by Adults (non-students) when traveling more than 25 miles for university-related events.

Student Service Forms ( t o p )

• Texas Rehabilitation Commission Agreement This form is used by Business Services to request an agreement with Texas Rehabilitation Commission in the funding of student tuition.
• International Student Application. This form is used by international program students. (Interactive)

Travel Forms ( t o p )

• Airline Reservation Form This form is used by employees to request reservations for air travel.
• State of Texas Hotel Tax Exempt and Credit Card Authorization Form. This is a State of Texas form used by employees to claim tax exemption for hotel sales tax and authorize a hotel the use of the University Central Hotel Credit Card.
• State of Texas Hotel Tax Exempt Form This is a State of Texas form used by employees to claim tax exemption for hotel sales tax.
• Mileage Reporting Form This form is to be completed by the person requesting reimbursement of personal mileage in the performance of official business. (Excel)
• State of Texas Travel Voucher (Excel) This form is a State of Texas form used by employees to request reimbursement for travel expenses.
• Travel Expense Form Local (Excel)- This form is used by employees to request reimbursement for travel expenses to be paid with local funds.
• Travel Request This form is used by employees traveling off campus (including foreign travel) on official business. (Excel)
• Vehicle Reservation Form This form is used by employees to request the use of a rental vehicle for business travel. (interactive)
• UH Hilton Form (interactive) This form is to be used to request direct bill of charges by the University of Houston Hilton to the University of Houston-Victoria.
• Lost Receipt Affidavit (Interactive) This form is required as documentation for lost cash receipt only.
• Travel Cardholder Agreement Form This form is to be completed by the cardholder upon issuance of a Travel Card.