Guest Artist Process

GUEST ARTIST PROCESS:

1.  Sponsor contacts guest artist and confirm the agreement (in writing) in regard to:
   1. service dates
   2. honorarium
   3. other things covered (flight, lodging, ground transportation, luggage, parking, car rental,….), please visit the travel information page for more info and detail. If you are covering a flight - inquire their preferred flight schedule.
2. Documentation: Provide Liaison with
   1. Guest Artist form (in-house form, to be filled out by Faculty Sponsor and signed by Account Authorizor)
   2. Preferred lodging listed on GA form
   3. Preferred flight itinerary information from guest.
3. Liaison will process the paperwork and contact guest if travel and lodging arrangements are necessary and info was not yet received by faculty sponsor
4. Liaison provides sponsor and guest with the necessary travel/lodging information (via email)
5. Invoice or email confirmation: Either invoice or email confirmation after services have been completed. See Confirmation of Services page for more details.
6. Payment and reimbursements can take up to 30 days once the invoice or email confirmation and all required receipts are received by Liaison.

IMPORTANT NOTES:

• Once you submit the paperwork no other cost items are added to the guest artist form. Discuss all cost items BEFORE submitting paperwork to Liaison.
• Changes to the guest artist form need to be done in writing: either in person on the guest artist form (with initials) or via email.
• If employing STUDENTS: Please see our Hiring Students page.
  
• Information about cost estimates for hotel, flights, rental car, housing, guest honorariums can be found on the Travel Information page

GUEST ARTIST FORM INSTRUCTIONS: 

• ALWAYS fill out contact information of guest
• Provide details with services:  
  • Incorrect example: Teach a class to BFA acting
  • Correct example: Workshop/Direct/Lead/Teach for (provide detail on content/concept/class/dates/course number/hours/location/ and group of students taught if applicable)
• Qualifications of guest: 3 lines ONLY – do not attach a resume, but mention degree, awards, body of work related to services.
• Double check your account number: contact the finance office with questions
• Account Authorizer signatures: typically Area head.
• Incomplete Guest Artist forms will be returned.
• Please use the latest version of the guest artist form, to be found here.

Do not hesitate to contact Liaison with any questions.

STEPS TO COMPLETE:

1. Fill out a Guest Artist / Visiting Scholar Authorization of Payment Form.

   1. Don't have a guest artist create their own UT EID for the purposes of this form.

   2. Most guest artists require a social security number on file in order to be paid.

   3. Include travel dates. If their travel expenses fall outside of these dates they cannot be reimbursed.

   4. If you don't know the account number, please speak to TAD Finance Manager or your Area Head.

   5. If the department will direct bill flight, lodging, or rental car, please check the appropriate box. For more information regarding pricing, please refer to the Travel Information page.

   6. Please include all incidental travel expenses, i.e ground transportation, taxi, gas receipts for rentals, and parking.

   7. Parking requires set-up prior to Guest arrival.

   8. Make sure to acquire proper Area Head signature. 

2. Submit to the mailbox of Guest Artist Liaison.

   1. Guest Artist Form

   2. Preferred flight itinerary information from guest

3. Once final approved, Liaison will book guest travel.
   1. Liaison will book guest artist travel accommodations and maintain communication with faculty sponsor/guest. Please see the Travel Information section for details on pricing of flight, lodging, rental car, and other expenses.
   2. Liaison will provide a copy of travel arrangements and lodging to both guest and faculty sponsor.
4. Guest artist must send invoice or email confirmation on last day of service