Issue 4 | February 19, 2002

Changes to Forms

Business Office and Purchasing Office

To ensure privacy of employee Social Security #s, and to comply with the Federal Privacy Act, the Business Office and Purchasing Office have made changes to the following forms:

BUSINESS OFFICE

Timecards

In the section on the form asking for ID #, staff members must use their Personal Identification Number and not their Social Security Number. Cards with Social Security Numbers will be returned to the departments.  

PURCHASING OFFICE

Application for Official Travel

The section on the form requesting the employee’s Social Security # has been changed to request the employee’s vendor number.

Travel Voucher

Section 13, which requests the employee’s Texas identification number, has been changed to request the employee’s vendor number.

 Independent Contractor Forms

The Authorization for Services Agreement and the Payee Information Form still require the Social Security # of the independent contractor. The Federal Privacy Act Statement has been added to these forms.

 ** Revised Application for Official Travel Forms and Travel Voucher Forms can be purchased from Printing Services or can be downloaded from the travel section of the Purchasing Office web site:

 http://www.utbtsc.edu/purchasing/

The Independent Contractor Forms can also be downloaded at the above address.

 ** Your Personal Identification Number, not your Social Security should be located on your Employee Identification Card.  If your Social Security Number still appears on your Employee Identification Card, then you need to go to the Library and have a new updated ID card made, which will include your Personal Identification Number.