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
At least 14 days PRIOR TO YOUR EVENT, the Sport Club should submit the a purchase request with all the vendor information.
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
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.
Paper and/or Emailed forms are NOT accepted. Only DocuSign may be used due to security purposes.
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
Once approved, Sport Club staff will communicate with your club that the vendor(s) may render services for club event(s).
If not approved, vendor may not render services as payment to vendor will not be made.
After event, the club will submit the Invoice Submission Form to submit the invoice.
Sport Club Office submits invoice for payment to Accounting, to be paid within 30 days.
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
At least 14 days PRIOR TO YOUR EVENT, the Sport Club should submit the a purchase request with all the vendor information.
If the vendor has moved, we will need the club to confirm previous address with vendor.
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.
Payment is processed from the Student Org and/or the Donation Account, in Net 30 terms.