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The University has strict policies for paying for any services performed by guest speakers, actors, students, lecturers, film editors, colorists, or any other professional services that require payment.
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Part-Time,
Guests or Professional Services
Work-Study
Hiring Part-Time Help, Guests or Professional Services
Directions on paying contractors and guests who are not enrolled studentsAnchor support support
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Student Academic Support
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Student Health & Behavior
Concerned about a student? Below are some resources and policies.
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.
Directions on hiring enrolled students for employment other than for work-study positions.
(Note: while the policies listed below are specific to hiring students, the hiring request form is the same for both students and non-students.)
Request Forms
Request Form
Resources
- Hiring Student Employees
- UT guidelines on student employment.
- Semimonthly payroll schedule and deadlines.
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:
- Supervisors need to track the student’s work and approve Workday timesheets. Semi-monthly payroll periods are completed on the 15th and end of every month. See semimonthly schedule and deadlines.
Policies
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Graduate Students
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Resources
- Graduate Student Resources Wiki (includes grad handbooks)
- Graduate Student Profiles
Listservs
- Grad Student Listservs (managed by graduate coordinator):