Guest Artist Cheat Sheet

Guest Artist Cheat Sheet

T&D Contact: Visitor Liaison

Email: liliana.zapatero@austin.utexas.edu

Phone: 512-232-9402

Guest Artist Process

1. Meet with your supervisor and fill out the Guest Artist Form (found on T&D Wiki)
2. If you know that a guest has NOT done work with UT Austin before, send them the Payee Information Form. Submit signed form and copy of guest’s current ID (such as a driver’s license or passport) to Liaison. If you think that a guest HAS done work with UT before, email Liaison with guest name, EID, and address.
3. Turn in PIF, DL, and Guest Form to Liaison.
4. Liaison will notify you once things have been approved, and you may begin booking.
5. If guest is not contracted, be sure to have them sign their AIS/PBS form on last date of service. Liaison will give you this form. Please return to her for payment.
6. Collect all receipts from the guest that will be submitted for reimbursement. Forward to Liaison upon completion of services

General Helpful Hints

• WE CANNOT GUARANTEE PAYMENT FOR A GUEST UNTIL THEY HAVE BEEN APPROVED AND SET UP IN OUR VENDOR SYSTEM. Please refrain from making promises to guests until we are sure that they can be employed by UT.
• GA form should be turned in AT LEAST two weeks before the guest’s first date of service. If paperwork is turned in day-of or after the beginning date, a late memo must be attached explaining why the paperwork is late.
• Guests can expect to receive payment for services up to 30 days after their last date of service (unless a payment plan is requested, or the guest is contracted)
• Guests will also be reimbursed for any travel accommodations after services are complete, not at the time of booking or before their service date
• Good idea to go ahead and book hotel reservations as soon as you know a guest’s service dates; hotel reservations can almost always be cancelled w/out a fee.
• We cannot allocate funds set aside for travel expenses to the honorarium if there are funds left over. For example, if a you have $500 set aside for a flight and it ends up only costing $300, we cannot transfer the extra $200 to the honorarium. It’s good to let a guest know that we can cover “up to” a certain dollar amount, not guarantee that they will receive all funds. “We can cover up to $500 for your flight”. This also means that if the flight is more than $500, we are only responsible for covering that amount, unless you get approval from supervisor to extend the budget.

Guest Artist Form

• Be sure to give as much detailed info as possible in the service description and qualification sections. Remember that the Office of Accounting has no idea who our guests are, so it should be clear from your provided info.
• Dates of service should not extend over the course of a few months- if they do, please provide reasoning in the service description. Ex: mentors that will be meeting with students X number of times over the course of 2 months- list how many times they will meet with students, and how many hours total they will spend with students.
• If the guest is a current UT employee or student, they will be paid on payroll. All payroll payments require an hourly breakdown on guest form.
• Student hires must be set up with an I-9 before they can begin work at UT. Please see Liaison ASAP if you are hiring a student.
• Per Diem: make sure that the per diem amount is an even dollar amount per day. UT allows up to $51/day for per diem expenses.
• Account signature: account authorizer needs to sign the account before it can be submitted. Email Liaison if you are not sure who the account authorizer is.

Payee Information Form (PIF)

• Contact Liaison with Guest's valid email address before sending PIF PDF
• Liaison will send Guest PIF electronically
• See Liaison for further detail

Booking Flights

• If WE book the flight with direct bill
  • Use Anthony Travel 512-617-8444, Theatre & Dance direct bill
  • You will give AT the Doc ID number Liaison sends you once paperwork is approved.
  • Try to get the guest to send you flight preferences first- don’t offer to look up flights for them unless they request that you send them some options
  • Forward the flight itinerary to Liaison once final approved
  • If we reimburse guest for flight
    • Guest will need to send a detailed receipt that shows payment confirmation
    • We can ONLY reimburse flights that are directly to/from the guest’s home base and Austin; if the guest is traveling to another location after doing business in Austin, please see Liaison ASAP.
    • We can only reimburse flights for the guest’s dates of service, or one day before and after. We CANNOT reimburse for personal travel, unless we get quotes showing that personal travel option is cheaper. You will need to get these quotes from Anthony Travel directly.
    • We can only cover a guest for their own flight purchase. For example, if guest A purchases their flight, and guest B’s flight, we can only reimburse guest A for the cost of their flight.

Booking Hotels

Note that we can only cover room rate and city tax for hotels. Any incidentals will be covered by the guest.

• If WE book using direct bill
  • Refer to the direct bill lodging list to see who we have accounts set up with. You may also need this account when booking the room. Email Liaison if you do not have the lodging list, or if you are looking for recommendations.
  • Ask the hotel if you need to fill out a Hotel Tax Exemption form for them- this will remove state taxes from total rate
  • Be sure to send Liaison the confirmation email (upon booking) and invoice when you receive it (usually upon guest departure).
  • Best local housing: Star of Texas Inn, AT&T Conference Center, La Quinta on 15^th
  • REFRAIN from booking with Extended Stay if you can- we have had poor reviews from guests after staying there.
  • We CANNOT earn reward points for a guest- if they have a membership with a specific hotel, they will need to book it themselves and can be reimbursed up to the allotted amount.
  • If we reimburse guest for lodging
    • We can reimburse a guest for up to the allotted amount on guest sheet
    • We can reimburse hotels and/or Airbnb/HomeAway reservations
    • Guest will need to send a detailed receipt that shows payment confirmation
    • Guest may book any hotel they like, as long as it is within budget, or if they agree to cover any overages on their funds. Some may ask for suggestions, which you may refer to the lodging list for.

Parking 

• Parking cards cannot be issued without an account number, and should be requested in advance (on GA form).