These are the lead times to get your REQ, or GA form, to the finance office. Allow : If it must first route through your area head, please allow additional time for your area head to review any purchases on area funding, plus all travel authorizations regardless of funding.their review. If timelines and procedures are not followed, you run the there is a risk of UT being unable to pay your guest artist or vendor. Never Please do not ask vendors (incl guest artists) to begin work/service: Only an official UT Purchase Order (PO) document, or fully-approved Workday Job Assignment, can authorize service /to begin, or goods to begin/ship--which our office will provide/communicate ship. (Note, the REQ system will email you that your REQ has been “finalized” once our office begins the creation of the PO; however, that does not mean the PO has been final-approved by UT yet.) The TAD finance office will communicate the PO or Job approval to the vendor. Faculty and Staff are not authorized to obligate UT.
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Days Advance Notice Required | Category | Sub-Category | Description |
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90 | Guest Artists | International Guests/Companies | 3 month minimum. Request a meeting with Liliana as soon as possible to discuss the project. International guests could require extended application times. | 35 | Travel | Foreign Restricted Regions | 5 weeks before departure. Texas Global must approve your travel in advance and needs time to review. | 30 | Guest Artists | UT Students/Faculty/Staff | 1 month before first day of service. The Business Process for Students/Faculty/Staff has transitioned to Workday. | 30 | Guest Artists | Out of Town Guests | 1 month before first day of service. | 30 | Entertainment / Official Occasions (OOEF) | Larger (incl any needing Catering) | For larger events needing catering, submit OOEF 1 month before by email to Michelle Belisle. | 21 | Guest Artists | Local Guests | ie, 15 business days before first day of service. | 7 | Purchases | All (Materials and Services <non-guest-artist>) | Allow at least 1 week for PO to be issued to vendor (or procard order to be placed) after an approved REQ is routed to our Finance Office, via your area head when needed. Reimbursement of materials purchases is an exception to the standard policy, and could possibly be denied by accounting. | 7 | Travel | Domestic and non-restricted foreign | 5 business days before departure. Must route REQ to your area head for approval, who will then route to Michelle. | 7 | Entertainment / Official Occasions (OOEF) | Smaller (for reimbursement) | We recommend obtaining pre-approval to ensure intended account(s) allow for entertainment. Email your OOEF to Michelle Belisle at least 1 week before the event. | 4 to 2 | Guest Artists | Parking | 48 business hours in advance. |
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