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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.

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).

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
Furlough, Layoff, Reduction in Force or Reduction in Hours

This checklist is provided to assist management with completion of required steps when consideration of temporary or permanent reductions in force may be necessary. Managers are required to contact Human Resources for guidance prior to submitting a reduction request.

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.

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.

Non-Employee Reimbursement Expense Report (Travel & Non-Travel) and Travel Budget Authorization (TBA)

NOTE: EMPLOYEE PRE-TRIP APPROVAL & REIMBURSEMENT IS FACILITATED THROUGH CONCUR
Training resources can be found at finance.untsystem.edu/travel-training
Log into Concur

 

This form is to be used to reimburse students or prospective employees for UNT Denton, UNT Dallas, UNT HSC, and UNT System Administration.

All forms contained in this one Excel document.

  • The Travel Budget Authorization is to be completed and signed prior to any trip and submitted to traveladvance@untsystem.edu. One day local mileage trips or out of pocket expenditures not related to travel do not require a TBA.
  • The Expense Report (Travel & Non-Travel) should be completed and submitted to travelvouchers@untsystem.edu for any reimbursements prior to the trip, at the conclusion of the trip or for any reimbursements not involving travel.
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Office spreadsheet icon fy21_expense_report.xls148 KB
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.

Payment Request and Inter-Agency Payment Request Forms

All purchases should be made using a Purchasing Card or the ePro requisition. This form is ONLY for refunds and reduction of revenue.

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PDF icon Inter-Agency Payment Request Form614.58 KB
PDF icon Payment Request Form583.03 KB