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.

RTF Office Manager Milaka Falk will reserve the room for you using App Space. However, certain spaces may need to be approved by others (for example, the DMC 2.106 auditorium must be approved by the Moody College Dean's office. Other spaces on campus and even certain spaces within the Moody College buildings (e.g., the CMA 2nd floor auditorium) are managed through other units on campus.

Please allow enough time for any approvals needed.

Milaka will use AppSpace to book the room. You may also receive an Outlook invitation for your reservation.

Procedures

1. To learn more about room capacity and A/V options, see Moody Facilities Room Overview pages.
2. Submit your reservation requests to milaka.falk@austin.utexas.edu. IncludeL
   
   1. Date
   2. Time Range needed (include time for setup and wrap up)
   3. Event Name
   4. Estimated number of people attending
   5. Description of Event
   6. RTF-related business (e.g., classroom screening, Media Studies Colloquium, Special Guest, etc.)