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Forms Library

This area provides access to forms related to the UNT System. The forms may be sorted by category or keyword. Users may Email Us with any questions.

UNT System employees wishing to update their personal information or view paycheck, paid leave or benefits information should visit the My UNT System portal and log in via EUID.

Please note that fillable forms are most likely to function properly when using Firefox browser. Internet Explorer users may want to save a form for one-time use before proceeding. Both browsers offer a Save option in Adobe Acrobat. For assistance with browsers or software, visit the Information Technology Shared Services Service Catalog website and log in via EUID.

Encumbrance Inquiry

Encumbrance Inquiry

When a requisition is budget checked, the funds are pre encumbered. When the purchase order is dispatched, the pre encumbrance is released and the funds are actually encumbered.  When a payment is made, the funds are then expensed reducing the PO's encumbrance.  In COGNOS, you can watch the funds move through the stages.  If you have a question about an encumbrance on your COGNOS report, use this form to send an e-mail to the purchasing team.  Be sure to include the requisition #, purchase order #, and/or voucher # which can be found on the COGNOS report.

A copy of this request will also be sent to your DeptID Holder.

Exception Request

Completed Exception Request Forms must be attached to the purchase requisition and submitted to Procurement.

Fitness Leave Program Request

Please complete this form and email it as PDF to your supervisor.

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PDF icon Fitness Leave Program Request300.62 KB
Flexible Work Arrangement

At the UNT System, we believe that work is what you do, not necessarily where you go each day. In support of that philosophy, UNT System is promoting Flexible Work Arrangements (FWA).  Flexible Work Arrangements allow our staff to work at a time from a location other than their office or cubicle, when appropriate and as approved by their supervisor(s).

Foreign National Form

The Foreign National Form must be completed and returned to the Payroll with copies of all supporting documentation.

Indicate if this is a New or Revised or Visa Change form

  • New: Complete all sections
  • Revised: Complete name, revised sections and sign Visa
  • Change: Complete name, sections 2 and 3, and sign

Section 1

  1. Enter your name: Last name, first and middle (This should be the same as shown on your social Security Card if applicable, otherwise use your name as shown on your visa.)
  2. Enter your Employee Id number or student id number: It is eight digits long
  3. If applicable enter the department you are working for
  4. Enter your U.S. social security number issues by the U.S. or ITIN (Individual Taxpayer Identification Number) if you have one, otherwise leave blank (Make a copy to submit with form)
  5. Enter your date of birth
  6. Enter your Marital status – either Married or Single
  7. Sex: Mark the M box for male or the F box for female
  8. If your marital status is married
    a. Is your spouse present in the U.S.? Mark Y for yes or N for no.
    b. Is your spouse working in the U.S.? Mark Y for yes or N for no.
  9. Number of other dependents present in the United States: Enter dependents other than spouse present in the U.S.
  10. Local residence address information: Enter your local address and contact information
  11. Foreign residence address: Enter your non US address
  12. Country of citizenship: Enter your country of citizenship
  13. Country of passport: Enter the country which issued the passport
  14. Passport number: Enter your passport number (Make a copy of the information pages along with any pages that have been date stamped)
  15. Expiration Date: Enter expiration date of passport
  16. Country of tax residence: Enter your country of permanent residency (not United States)
  17. Did tax residency end: Mark Y for yes or N for no. If Yes give date.

Section 2: Immigration Status

  1. Current Visa number
  2. Current I-94 number if applicable From the list select the Visa type that applies to you and follow the directions for that visa type.
  3. F-1 or J-1 student: Check either Student or Student (on Practical Training)
    a. Make copies of I-20 or DS-2019 or I-766
    b. If on practical training make a copy of card
    c. Enter name of Institution where enrolled
    d. Check the degree program: Undergraduate or Masters or Doctoral or complete Other
  4. J-1 Exchange visitor
    a. Make copy of DS-2019
    b. Select the subtype from the list that applies to you: Trainee, Teacher, Professor, Alien Physician or Research Scholar
  5. J-1 Dependent of J-1 Exchange Visitor: Make copy of DS-2019 and front and back copy of EAD(Employment Authorization Card)
  6. H-1B Temporary Employee: Make a copy of I-797
  7. O-1 alien of Extraordinary Ability: Make a copy of I-797
  8. B-1 Business/B-2 Tourist: Make a copy of passport stamp
  9. Status Adjustment applicant: Make a copy of I-766
  10. Lawful Temporary Resident: Make a copy of I-766
  11. Conditional Permanent Resident: Copy I-551 card or copy of passport stamp
  12. Other: some examples are WB Business Wavier, WT Tourist Wavier, Canadian without visa, Employment Authorization Card – Make copies of documents

Section 3: Primary Activity of Visit

  1. Primary Activity of visit: Select the one that applies
  2. Anticipated date of departure from United States

Section 4: Visa Immigration Status

Visa Immigration Status: Enter the information for all visits to the US and visas held, and all changes of immigration status

  • From: Enter the date arrived in the US for visit
  • To: Enter the date left the US
  • Visa Type: Enter the visa type for the visit
  • Student: Y for yes or N for no
  • Treaty claimed: Y for yes or N for no

 Attach information pages and visa pages for each trip

Section 5: Tax Information

Sign and date form

Send completed form with supporting documentation to Payroll.

1112 Dallas Dr.,
Ste 4000 Woodhill Square
Denton, TX 76205

Ph: 940.369.5500
Fax: 940.369.5976

Email: payroll@untsystem.edu

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PDF icon foreign_national_form.pdf278.81 KB
Form I-9 Employment Eligibility

Form I-9, or Employment Eligibility Verification, is a federal form and process required by U.S. Citizenship and Immigration Services. New employees must complete Form I-9 within three days of beginning employment. The UNT System also uses the federal E-Verify program provided by the Department of Homeland Security and the Social Security Administration.

Form W-8BEN

Individuals must use Form W-8BEN Individuals. Entities must use Form W-8BEN Entities. 

▶ Information about Form W-8BEN and its separate instructions is at www.irs.gov/formw8ben.

▶ Give this form to the withholding agent or payer. Do not send to the IRS.

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PDF icon Form W-8BEN Individuals66.83 KB
PDF icon Form W-8BEN Entities292.51 KB
Hotel Occupancy Tax

Use this form when traveling within the state of Texas. Present the certificate to the lodging establishment upon check-in. Travelers are exempt from State Occupancy Tax. If the hotel denies the exemption, the traveler must state that fact on their travel reimbursement voucher in order to be reimbursed. The Deptid/Projid will be charged for the tax amount. 

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PDF icon Hotel Occupancy Tax Form59.88 KB
HSC Forms

Semi-Monthly Election Form - HSC - Submit this form to elect semi-monthly payroll. (Eligibility requirements apply).

HSC Overtime Payment Approval Form.

ePro DeptID Holder Information Sheet - HSC - Use this form to submit information about the DeptID/ProjID Holder to Finance. 

The Central Services Department at UNT Health Science Center (UNTHSC) has developed a form for the purchase of controlled assets at UNTHSC. The Purchases for Controlled Assets Form must be used when a department uses a Purchasing Card (PCard) to acquire “Controlled” equipment that is required by the State Comptroller and UNTHSC to be maintained on the UNTHSC asset management system.

HUB Forms

In accordance with Texas Gov't Code §2161.252 and Texas Administrative Code §20.14, each state agency (including institutions of higher education) as defined by §2151.002 that considers entering into a contract with an expected value of $100,000 or more shall, before the agency solicits bids, proposals, offers, or other applicable expressions of interest, determine whether subcontracting opportunities are probable under the contract.

If subcontracting opportunities are probable, each state agency's invitation for bids or other purchase solicitation documents for construction, professional services, other services, and commodities with an expected value of $100,000 or more shall state that probability and require a HUB Subcontracting Plan (HSP).

For more forms and information please visit https://comptroller.texas.gov/purchasing/vendor/hub/forms.php

Interdepartmental Transfer (IDT)/Interdepartmental Order (IDO)

The Interdepartmental Transfer (IDT)/Interdepartmental Order (IDO) form allows for the correct recording of the requested funds and ensures that all of the proper signatures are recorded.

An IDT/IDO is used for:
1) A charge of all or part of a specific expense paid by one department and allocated to another department(s) (i.e. an event, copier charges, parking tokens, etc.)
2) A charge of a good/service provided by a department for another (i.e. CPR, background checks, rentals, etc.)
3) A charge for catering and/or printing services.

IRS Form W-9

All vendors are required to have an IRS Form W-9 Requesting for Taxpayer Identification Number and Certification on file.

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PDF icon IRS Form W-9116.53 KB
Mileage Comparison Worksheet

This tool will help you determine whether it is more cost effective to use a rental car than to reimburse a traveler for use of their personal vehicle.

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Office spreadsheet icon Mileage Comparison Worksheet137.5 KB
Non University Student Award Payment

Complete this form to request cash payment for awards, prizes and/or scholarships to individuals who are NOT a university enrolled student.  Attached the form to an ePro Requisition and include the University Tax Accountant (Carol McFarland) as an ad hoc Approver.  IMPORTANT NOTE: Contact Student Financial Aid office if a University enrolled student, payment to students will not be processed through a Requisition UNLESS GRANT FUNDS ARE USED.

Onboarding Resources

These checklists assist new employees and their supervisors with completion of required steps and documentation for the beginning of a career at UNT, UNTHSC or UNT Dallas. The user guides will assist supervisors who want to check the onboarding completion status for a new hire, or for a group of new hires.  Further Onboarding information.