The University handles payments for services much differently than payments for goods. Please follow the directions below for your corresponding service provider payment. Remember: any/all service providers for your club are independent contractors (not employees).

New Vendor / Never worked a UT Club Event and Not in the UT System

1. At least 14 days PRIOR TO YOUR EVENT, the Sport Club should submit the Service Provider Set-Up form through HornsLink. Do we still want to do this form?

   1. If vendor is a business: Email Sport Club staff a copy of the vendor's W-9. If the vendor is willing, we can send the University's Docusign Direct Deposit Authorization Form

   2. If vendor is an individual: Sport Club staff will set up the vendor to complete the University's Docusign Payee Info Form (PIF) with a copy of their Driver’s License. 

      1. Paper and/or Emailed forms are NOT accepted. Only DocuSign may be used due to security purposes.

      2. Individual/Entity will be asked to complete the University's Docusign Direct Deposit Authorization Form; this is not required, but if not set up, payment may be take longer to be received

2. Once approved, Sport Club staff will communicate with your club that the vendor(s) may render services for club event(s).

   1. If not approved, vendor may not render services as payment to vendor will not be made. 

3. After event, the club will submit a Purchase Request through Internal Services with a final invoice. <do we want to make the PR Step 1?> If the vendor does not send one, clubs can use the Invoice Submission Form to submit the invoice.

4. Sport Club Office submits invoice for payment to Accounting, to be paid within 30 days.

5. Payment is processed from the Student Org and/or the Donation Account, in Net 30 terms. Allocation funds cannot be used to pay for service providers.

Returning Individual already in the UT System

1. Event occurs and services are rendered.

2. After event, the club will submit a Purchase Request through Internal Services with a final invoice. If the vendor does not send one, clubs can use the Invoice Submission Form to submit the invoice.

3. Payment is processed from the Student Org and/or the Donation Account, in Net 30 terms.

4. If the vendor has moved, we will need the club to confirm previous address with vendor. 

Paying an approved UTSCA Coach/Instructor

To pay Coaches/Instructors, sport clubs must ensure all the following documents procedures are followed for proper set-up in advance of services being rendered. <Can we condense this section down by referring back to the Coach/Instructor section earlier in the handbook?>

• Submit the Coach/Instructor Set-Up form through HornsLink

  • The individual's information must be submitted and a background check completed before service begins. 

  • For new coaches/instructors, they will need to create a UT EID for the process. 

• Sport Club staff will set up the individual to complete the University's Docusign Payee Info Form (PIF) with a copy of their Driver’s License. The submitted info is verified with the Office of Accounting. 

  • Paper and/or Emailed forms are NOT accepted. Only DocuSign may be used due to security purposes.

  • Individual will be asked to complete the University's Docusign Direct Deposit Authorization Form; this is not required, but if not set up, payment may be take longer to be received

• Once approved, Sport Club staff will communicate with your club that the independent contractor(s) may render services for club. At that time, the club should confirm with RecSports their plan for annual (September thru August) payment stipend amount for the contractor.

  • RecSports will set up a Purchase Order and funds will be encumbered from your club's Student Org and/or the Donation Account. Each invoice will be paid using the funds from this Purchase Order.

• At predetermined payment increments (month, semester, event), the club will submit a Purchase Request via Internal Services or submit an invoice associated with an existing Purchase Request, using the Invoice Submission Form.

• Payment is processed from the Student Org and/or the Donation Account, in Net 30 terms. Allocation funds cannot be used to pay for service providers.