Forms and Processes

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 Related to Honors College involving Faculty and Students : After Approval submit following through Service Now

Any time students and faculty are traveling in connection with an Honors College course or activity should review this document and the following steps must be completed and s ubmitted in Service Now :

Schedule meeting with HC Academic Associate Dean and the HC Finance Team to discuss travel specifics.
Group count including faculty – for HC to secure block of flights (include preferred times for all flights departing and returning) and rental vehicles if needed.
Submit any contracts along with any vendor invoicing needing payment for the HC trip.
List of confirmed students will need to be sent to HC to access the HC program fee if applicable.
Student List with Emergency Contacts Form, submit through Service Now platform all following docs: List of Participants, Emergency Contacts and Activity/Event Leaders
Release and Indemnification Form completed – One form for each student Release and Indemnification Agreement for Participant
Student Travel Authorization Form – One document all student names Download the Student Travel Authorization Request
Initiate your personal Travel Authorization (faculty or staff) through the Service Now platform, selecting Honors College and listing all associated travel costs. Monitor the university email to approve first in the chain of approvals for your TA. Do not initiate more than 3 months prior for the most accurate cost estimates.

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 UTSA form linked above. Any taxes paid will not be reimbursed.

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

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 *
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:

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. 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