Page under Construction
General
Click on links in table below to jump to that section of the page.
Find Moody College Space | Request Room Reservation | Find UT Space(on Campus but not Moody College) |
Anchor moody moody
| moody | |
| moody |
Find Moody College Space
Directions on paying contractors and guests who are not enrolled students.
Policies
Because the University is responsible to fulfill IRS requirements for year-end reporting of non-employee compensation, UT does not allow the department to reimburse faculty or staff for paid professional services; instead, we will need to pay the professional/s directly.
Procedures & Timelines
Before you make an agreement with anyone to perform services for which payment may be expected:
Email our accounting team for a consultation and/or fill out the Hiring Payment Request Form*:
- at least 10 days prior to the visit/service (30 days in advance is preferable)
- At least 45 days in advance for International Non-employees.
- At least 30 days in advance for hiring enrolled students.
*Note: If you fail to notify us until after the services have been performed, you will be required to submit an exception letter to the Dean’s office and the AVP of Purchasing for approval. There is no guarantee these exceptions will be approved, meaning that your business associates and students would be at risk of not being paid.
Before your guest or employee begins work, notify them that:
- they will be receiving a copy of the purchase order authorizing payment from the accounting team.
- they will be required to submit an invoice once the work is completed in order to be paid. In some cases, an advanced written estimate may be required.
- the accounting team may need to contact them to set them up as an approved vendor (via a Payee Information form (AKA: PIF))
After the work is completed:
- Submit (or have the professional submit) the professional’s invoice for the completed work to RTF-Accounting@austin.utexas.edu.
- Sign the Docusign form that the accounting team will send you to verify that the work was completed.
Anchor request request
Request Room Reservation (Moody College Buildings)
| request | |
| request |
(Note: while the policies listed below are specific to hiring students, the hiring request form is the same for both students and non-students.)
Policies
- Enrolled students (even working part-time) need to be hired through Workday as university employees (as opposed to as contractors).
- There will be limits on how many hours students can work. See UT guidelines on student employment, which also cover minimum eligibility requirements and standard appointment dates.
- Students must have an appointment BEFORE they can start working.
- Be aware that there may be additional costs associated with hiring a student: wages, fringe benefits, and background checks (which will need to be requested by staff at least three weeks in advance of start date–see procedures below).
Procedures & Timelines
At least 5-6 weeks before the Start of Work:
- If you are trying to find a student for a job, you can submit a description of the job to Handshake. Email RTF-Accounting@austin.utexas.edu for details. Allow time for interviewing candidates.
At least 3 weeks before the Start of Work:
- Once you know you know whom you’re hiring, fill out the Hiring Payment Request Form at least 3 weeks in advance of the start of work in order to allow time for staff to the set up the Workday appointment—for tasks such as performing background checks, onboarding, filling out I-9s, etc. (Note that background checks may take longer for internatational students and students who have moved across multiple states.)
During Work:
Procedures
- To learn more about room capacity and A/V options, see Moody Facilities Room Overview pages.
- Submit your reservation requests to milaka.falk@austin.utexas.edu.