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Forms

Authorization for Individual Services Form – PBS (UT EID Required)

Authorization of Professional Services Form – APS

Independent Contractor Checklist Form

Payee Information Form (PIF)

Web Development and Web Design

External web development and design work cannot be contracted through an APS/PBS.  A formal contract must be agreed upon, sent to the Contracts Office as specified under the Contracts process, and fully approved before work can begin. Please see http://www.utexas.edu/business/accounting/hbp/12_contractors/contractors2.html  A.1. at bullets nine and ten.

Guidelines for Use and Payment for Contracting Services with an Individual

The AIS/APS is for one-time, short-term, or sporadic services provided by an individual or unincorporated sole proprietor (vendor ID starts with a 2 followed by SSN).  The total University-wide payments made via APS to any individual may not exceed $25,000 for the fiscal year.

Examples of services to be authorized using an AIS or APS:

  • Guest speakers
  • Visiting researchers
  • Other professionals that do not provide teaching or researching services, such as professional editors, research subjects, education student’s teaching mentors, professional musicians, etc.
  • Advertising
  • Non-residents – services performed outside USA
  • Performer’s fees

If services will be for more than 20 hours per week for more than two weeks, a temporary assignment in HRMS is likely to be the most appropriate solution.

 APS Table.pdf

Spending Limits on Lodging and Meals in Austin

Meal and lodging rates differ depending upon the travel rules applicable to the source of funds being used.

Accounts following STATE RULES may reimburse actual expenses for meals & lodging not to exceed:

$121 per day for in-state travel of which no more than $51 per day may be for meals and $85 per day for lodging.  The maximum reimbursement is $142 for Texas counties not listed on federal rate table.

Travel outside of Texas but in continental U.S. is based on limits set for each locality. These locality based limits can be viewed in *DEFINE on the GG1 command.

$425 per day for travel outside the continental U.S., of which no more than $51 per day may be for meals.

Accounts following LOCAL RULES may reimburse actual expenses for meals & lodging not to exceed:

$260 per day for in-state travel, of which no more than $51/day may be for meals**

$375 per day for travel outside of Texas but in the continental U.S., of which no more than $51 per day may be for meals**

$425 per day for travel outside the continental U.S., of which no more than $51 per day may be for meals**

TIP: You should send a letter to the hotel outlining exactly what you will pay for and, of course, let your guest know. For example, the University cannot pay for mini-bars, laundry or movies. You will need to decide whether or not you will pay for phone calls and what categories of calls (i.e., local calls, internet services, long distance). Room service may be paid if it is for food and within the daily limit.

Airfare Travel Reimbursement Policy

APS/PBS Info In UT Handbook

Tip: If you are contracting with an individual to perform a service and a fee or honorarium is being paid, you must complete an AIS form. If you are only reimbursing for travel expenses, you would not complete an AIS form. Do a VE5.