Forms and Processes outlines the essential procedures and resources available to faculty seeking support from the Honors College to enhance experiential learning in their courses. This section includes guidance on how to request funding, supplies, and event support; how to coordinate student and faculty travel; and how to manage reimbursements, guest speaker agreements, and swag requests. Faculty are encouraged to follow the outlined steps carefully and use the provided forms and shared folders to ensure timely processing. For questions or further assistance, please contact the Associate Dean of Academic Affairs.
Request for Honors Support
The Honors College works diligently to give our faculty support to assist them in providing our students with a quality educational experience centered on experiential learning. Types of Support include:
- Requests for funds, swag, or supplies to support experiential learning activities in your honors course
- Office space for student hours
- Hosting an honors course event for honors event credit
- Hosting a guest speaker for your honors course
Please complete this form to request support. Any questions should be referred to the Associate Dean of Academic Affairs at Hector.Aguilar@utsa.edu
Travel related to Honors College involving Faculty and Students:
Any time students and faculty are traveling in connection with an Honors College course or activity, the following steps must be completed:
- Itinerary of Travel
- A Travel Authorization for you. ( Note: More information to come about how to initiate this)
- Release and Indemnification Agreement for yourself and each student
- Student Travel: Request for Authorization - List of Student Participants, Emergency Contacts and Activity/Event Leaders
- Student Travel: Request for Authorization
- Optional: Special Events Student Health Insurance Plan
- Once forms are completed, please email all forms to Associate Dean at Hector.Aguilar@utsa.edu.
Expense process:
Preferred vendors: If you would like the Honors College to make purchases for you, note HEB and Amazon are our preferred vendors. We require 2 weeks advance notice. If that is not possible, refer to Expense process. If a different vendor is needed, faculty will need to make purchases themselves with the Tax Exempt UTSA Form linked above. Any taxes paid will not be reimbursed.
Reimbursement Purchases (paid by faculty)The Honors Finance Team created One Drive shared folders associated with each faculty member to upload all purchase receipts needing reimbursement. Please provide receipts within 30 days of purchase.
- If the Faculty decides to purchase items and get reimbursed, please upload all receipts to the One Drive Shared folder created under the faculty member's name only. *Please note receipts must have a visible date of purchase, vendor, and amount. We are tax-exempt unless it is a sit-down restaurant *
- After uploading receipts, the faculty member will need to email the Honors Finance Team notifying us of the upload and in return start the process for reimbursement. In your email include the course and reasoning for your purchase.
- The Reimbursement process can take between 2-4 weeks, due to the high volume of requests across the university.
Speaker Agreement Process:
Honors College will require the following for any paid guest speakers desired:
- A speaker agreement.
- An invoice from the speaker. The speaker can utilize the UTSA invoice template if needed. This invoice must also be signed and dated with the date of the guest speaking engagement by the speaker. The speaker should include their email address on the invoice needed for further processing the payment.
- *If the speaker is a non-US resident, the speaker will need to fill out an additional Form C.
These forms must be completed and signed by the speaker, and the faculty member must attach these forms with their budget request to the Associate Dean of the Honors College at least six weeks in advance of the speaking engagement.
Requests for Honors Swag process:
Must provide 2 weeks advance notice for reasonable quantities. Swag or swag bags provided will not be custom. We are able to provide what we have available.
Please utilize the share files which have been provided to you for uploading information Honors requires. If you need assistance, please use the contacts below.
Finance Team Contacts:
Areas:
ScholarshipsStudent fees
Areas:
Speaker AgreementsTravel processes
Areas:
Course schedulingnon-travel expense processing
