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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. 

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 Policy for Honors College involving Faculty and Students: After Approval

 

Option A – Local travel inside Bexar County

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Students driving or carpooling themselves, no travel process needed. If Faculty or Staff are seeking mileage reimbursement, no travel authorization is needed. Provide a signed and completed mileage log after the travel through the Service Now platform selecting the Expense Travel tile.

Faculty or staff driving students, entire Option B must be followed, and all parts completed 2 months in advance of the travel.

* Any questions should be directed to the Travel Organizer.

 

Option B – Travel inside the US/Domestic

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2 months prior/Hard deadline final names on required forms also used for enrollment in course

  1. Submit through Service Now platform Travel tile, all following docs, Student List with Emergency Contacts Form: List of Participants, Emergency Contacts and Activity/Event Leaders
  1. Release and Indemnification Form completed – One form for each student Release and Indemnification Agreement for Participant
  1. Student Travel Authorization Form – One document all student names Download the student-travel-authorization-form-spring-2026.pdf
  1. Initiate your personal Travel Authorization (faculty or staff) through the Service Now platform, selecting Honors College Travel tile, listing all associated travel costs (TA for faculty/staff is not needed for travel inside of Bexar County). Monitor your university email to approve first in the chain of approvals for your TA. Do not start more than 3 months prior, for the most accurate cost estimates.

Also note, if any rental vehicles are needed, this request must be included in Option B Only faculty/staff can drive rented vehicles and must have the DR-1 form on file with campus police and the Defensive Driving Awareness Online Course and Quiz training complete.

Within 2 weeks post-travel

Meet with the HC travel organizer to discuss and supply all documentation and receipts collected during travel and upload them through the Service Now platform selecting the Expense Travel tile.

* Any questions should be directed to the Travel Organizer.

 

Option C – Study Abroad or Study Away/Foreign

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Important Dates when requesting a student group travel through Global Initiatives
Programs leaving between May 10 and June 15: Submit final student list by March 15
Programs leaving between June 16 and July 31: Submit final student list by April 1

6 - 7 months prior

  1. Submit a Study Abroad Proposal Form through Global Initiatives if the trip is out of the country.
  1. Schedule a meeting with HC Academic Associate Dean and the HC Finance Team to discuss travel specifics.

4 - 6 months prior

  1. Once Global Initiatives has approved/signed your Study Abroad Proposal Form, submit through the Honors College Service Now platform Travel tile this document and the following:
  1. Group count including faculty – for HC travel organizer to secure hold on block of flights (include exact flights or time windows preferred, departing and returning) and rental vehicles if needed.
  1. Submit any contracts along with any vendor invoicing needing payment for the HC trip.

2 months prior/Hard deadline final complete student and faculty names as they appear on passports on required forms also used for enrollment in course. Also provide DOB and gender.

  1. Submit through Service Now platform Travel tile, all following docs, Student List with Emergency Contacts Form: List of Participants, Emergency Contacts and Activity/Event Leaders
  1. Release and Indemnification Form completed – One form for each student Release and Indemnification Agreement for Participant
  1. Student Travel Authorization Form – One document all student names Download the student-travel-authorization-form-spring-2026.pdf
  1. Initiate your personal Travel Authorization (faculty or staff) through the Service Now platform, selecting Honors College Travel tile, listing all associated travel costs (TA for faculty/staff is not needed for travel inside of Bexar County). Monitor your university email to approve first in the chain of approvals for your TA. Do not start more than 3 months prior, for the most accurate cost estimates.

Also note, if any rental vehicles are needed, this request must be included in Option B Only faculty/staff can drive rented vehicles and must have the DR-1 form on file with campus police and the Defensive Driving Awareness Online Course and Quiz training complete.

Within 2 weeks post-travel

Meet with the HC travel organizer to discuss and supply all documentation and receipts collected during travel and upload them through the Service Now platform selecting the Expense Travel tile.

* Any questions should be directed to the Travel Organizer.

 

Preferred Vendors: (Submit requests through Service Now) If you would like the Honors College to make purchases for you, note that Amazon, HEB, Pizza Hut, and, for larger-scale events, Aramark 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 UT San Antonio form linked above. Any taxes paid will not be reimbursed. 

Reimbursement Purchases (paid by faculty) Submit request through  Service Now

  1. If the Faculty decides to purchase items and get reimbursed, please upload all receipts through ServiceNow. *Please note receipts must have a visible date of purchase, vendor, and amount. We are tax-exempt unless it is a sit-down restaurant *
  2. The Reimbursement process can take between 2-4 weeks, due to the high volume of requests across the university

Honors College will require the following for any paid guest speakers desired:

  1. A speaker agreement.
  2. An invoice from the speaker. The speaker can utilize the UT San Antonio 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
  3.  *If the speaker is a non-US resident, the speaker will need to fill out an additional form. Contact international.services@utsa.edu for the current request form.

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. Once approved, a Service Now request must be submitted to the HC Finance Team to process agreements and/or payments.

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 initiate a Service Now ticket for uploading information Honors requires. If you need assistance, please use the contacts below. Please note, swag is limited

Stacie Garza

Senior Business Operations Manager

stacie.garza@utsa.edu

Areas:

  • Scholarships
  • Student fees

Renee Higgins

Senior Administrative Manager

renee.higgins@utsa.edu

Areas:

  • Speaker Agreements / Contracts
  • Travel processes

Lorean Moreno

Senior Administrative Associate

lorean.moreno@utsa.edu

Areas:

  • Course scheduling
  • Non-travel expense processing