Financial Affairs Forms Repository

1. Financial Affairs Forms Repository Presented by: Diana Valle Business Policy Writer & Website Coordinator Financial Affairs The University of Texas at San Antonio, One UTSA Circle, San Antonio, TX 78249

2. Revised Forms & Worksheets Website • UTSA financial-related forms used by faculty, staff and students. • Increase access to forms and worksheets created or hosted by: http://www.utsa.edu/financialaffairs/Forms/ • Inventory • Management Reporting • Payroll Services • Surplus • DEFINE Administrative Services • University Controller Administration • Accounting Services • Budget Planning & Development • Disbursements & Travel Services • Financial Affairs Administration • Fiscal Services • Maintain version control: Forms will no longer be located in multiple locations. IMPORTANT: Forms are no longer located in Microsoft Outlook>Public Folders>UTSA Forms. The University of Texas at San Antonio, One UTSA Circle, San Antonio, TX 78249

3. How to Locate a Form Search by form name (using alpha index) or by department owner/host Either way, you’ll be directed to the forms landing page. • Description: Brief summary that explains what the form is used for. • Revision date: Date the form was last revised. • Owner/Host: Department that is responsible for processing or hosting the form. • Download: Links to form and provides the format (ex. PDF, Excel) • Related Forms/Worksheets: If applicable, provides a list of forms that are related and/or required in conjunction with the selected form. **Quickly locate additional forms you may need to complete. • Related Operational Guideline: If applicable, provides a link to the related operational guideline that provides guidelines and/or procedures related to the form. **Quickly locate instructions to complete the form or additional guidelines related to selected form. The University of Texas at San Antonio, One UTSA Circle, San Antonio, TX 78249

4. Tips • If you are responsible for distributing financial-related forms via email or your department website, provide the link (or link) to the forms landing page: • Each form is identified by ‘Form Number’ • Do not link directly to file • Add the Financial Affairs Forms & Worksheets homepage to your Internet favorites or bookmark. • Quickly view updates via the What’s New field. • If you’re unable to view the forms landing page, or download a file: • Adjust your Pop-up Blocker settings (select ‘allow popups from www.utsa.edu’). Visit Microsoft Support at http://support.microsoft.com/kb/843016 for more information. The University of Texas at San Antonio, One UTSA Circle, San Antonio, TX 78249

5. Always link to landing page – using URL above, never to the file. (This is an example of the URL that would be used for the BEF) Forms landing page Most current version appears here. Click on the link next to ‘Download’ to download form. The University of Texas at San Antonio, One UTSA Circle, San Antonio, TX 78249

6. What to expect next! • Phase II • Identify high-priority forms for revision, including converting to on-line fillable PDF forms. • Keyword search index (in addition to form name and department owner/host search methods) • Phase III • Revise remaining forms. • Remove all FA department folders from Public Folders (scripting will be removed) The University of Texas at San Antonio, One UTSA Circle, San Antonio, TX 78249

7. Questions/Comments/ Suggestions for Improvement? Contact me at: Email: diana.valle@utsa.edu Phone: 210-458-7041 Office: JPL 4.04.14 *Including identifying high-priority forms (those forms you feel need to be updated and/or improved soon) The University of Texas at San Antonio, One UTSA Circle, San Antonio, TX 78249