Planning an event for the School of Architecture community? This is your one-stop-shop for all things events, including instructions for securing space, staff, and resources, as well as recommendations for vendors, promotion, and beyond.
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- Step 1: School sends “Payee Information Form” (PIF) to the individual via DocuSign, which they will fill out accordingly, and return with a copy of their driver’s license or passport (if being paid as an individual. If paying the company, ID is not required).
- Step 2:
- If the payee is a U.S. citizen/permanent resident: SOA Business Office sends purchase order information to UT Accounting for approval based on the agreed-upon honorarium amount. Turnaround time from receipt of PIF: allow 1 week.
- If the payee is not a U.S. citizen/permanent resident: SOA Business Office sends contract information to UT Business Contracts Office (BCO) for approval based on the agreed-upon honorarium. Upon approval, the contract is sent to the individual for signature and is then countersigned by BCO. Copy is sent to individual for their records. Turnaround time from receipt of PIF: at least 2 weeks; allow more if possible. This is also the stage when the Business Office determines any visa requirements that may apply, and whether the 30% nonresident tax will be assessed.
- Step 3: After service is performed, SOA Business Office sends an invoice to UT Accounting for payment processing, and a check is mailed to the address on the PIF.
Contracts
Some vendors require a contract. Intra-university contracts are usually executed at the unit level (if renting a space at LBJ Auditorium, for example), and outside contracts require UT Business Contracts Office approval via the SOA Business Office. Never sign a contract of any kind - The University's Business Contracts Office is the only entity on campus authorized to sign contacts.
As a courtesy to the Business Office, please let them know of any contracts being signed by UT Contracts. If the contract is related to catering, the signed contract will need to be included with the OOEF after the event.
Material Purchases
Small materials for events can be purchased using the Procurement Card (the school's "credit card"), which can be checked out from the Dean's Suite and/or Business Office.
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As noted in the Participant Payment section above, out-of-town event participants typically make their own hotel reservations using their SOA honorarium to self-reimburse for hotel expenses. In this case, the participant may select their own lodging based on their personal preferences. Hotels that are closest to the School of Architecture are the:
- AT&T Hotel (an 8-minute/0.4-mile walk to the SOA)
- AC Hotel and Otis (a 6-minute/0.3-mile walk), and the
- Hampton Inn (a 10-minute/0.5-mile walk).
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