Contracted Services with Current UT Employees

According to the UT Handbook of Business Procedures, Section 7.7.2 prohibits us from purchasing services from current employees or relatives of an employee. This applies to any full-time employees, part-time employees and students employees. If an individual is paid through UT Payroll, we cannot contract with him/her.

If a Domain seeks to contract with current UT full-time employees, we are required to process Additional Duties Pay for this individual through HR. For current full-time employees, the process entails the Domains to:

1. Work with vendor to obtain approval from the home department of the employee
2. Send the request to DellMedFinance@austin.utexas.edu to ensure all procurement authorizations and approvals are in place
3. Dell Med Finance will give the green light and forward the request to Dell Med HR
4. Send the following information to Dell Med HR DellMedHR@austin.utexas.edu
   1. Name and EID of employee
   2. Effective start and end date
   3. Payment amount (this is in the form of a lump sum, but it can be calculated based on the estimated number of hours expected - please note this amount has to be a lump sum and not hourly!)
   4. Account number
   5. A short justification for the request
   6. A short description of the work and/or services being provided
   7. HR Contact of the employee’s home department
   8. Dell Med HR will complete the Additional Duties Request Form and send it over to the HR Contact of the employee’s home department
   9. Employee’s home department will have to sign and approve the arrangement, as well as, key in the additional duties increase once everything is final approved
   10. Dell Med HR will notify Domain the increase is activated
   11. Payment is automatic through UT Payroll when the engagement was set to end

For part-time or student employees, the process entails the Domain to:

1. Work with vendor to obtain approval from the home department of the employee
2. Send the request to DellMedFinance@austin.utexas.edu to ensure all procurement authorizations and approvals are in place
3. Dell Med Finance will give the green light and forward the request to Dell Med HR
4. Send the following information to Dell Med HR DellMedHR@austin.utexas.edu
   1. Name and EID of employee
   2. Effective start and end date
   3. Payment hourly rate
   4. Hours per week
   5. Account number
   6. A short justification for the request
   7. A short description of the work and/or services being provided
   8. Dell Med HR will create an hourly position for the employee and assign them into the position
   9. Dell Med HR will notify Domain when the appointment is activated
   10. Payments will be made bi-weekly through UT Payroll with the timesheets submitted through the UT Employee Time Reporting System

Please send us this request at least 10 business days before services are set to start to allow enough processing time to get all paperwork in order.

If you have any questions, please email dellmedfinance@austin.utexas.edu and dellmedHR@austin.utexas.edu.