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
  2. If you know that a guest has NOT done work with UT Austin before, be sure GA form has a valid email address for the guest where Liliana Zapatero can send an electronic PIF via DocuSign.
  3. Turn in signed Guest Artist Form to Liaison.
  4. Liaison will notify you once things have been approved, and you may begin booking.
  5. At the end of services all guests must confirm services have been fully completed with either a signed invoice of email conformation. See Confirmation of Services page for more details.
  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 confirmation of services has been received (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 list preferred lodging on GA form for Liaison to book ASAP; 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 via Workday. All payroll payments require an hourly rate and 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 off on the GA form before it can be submitted. Email Liaison if you are not sure who the account authorizer is.


Payee Information Form (PIF)

  • Please provide valid email address on GA form for Liaison to send DocuSign PIF to guest.
    • DO NOT send PDF PIFs for guests to fill out, they are no longer being accepted by our Department.

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.
    • Have 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. Email Liaison if you do not have the lodging list, or if you are looking for recommendations. All bookings must be made by Liaison even when Direct Bill is set up.
    • Best local housing: AT&T Conference Center, La Quinta on 11th, Hotel Eleven, Airbnb
    • 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 Artist Form
      • 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.
      • Make sure if any guest is booking their own hotel in Texas they are still required to fill out the Texas Hotel Occupancy Tax Exemption Certificate in order to not be charged State Taxes. We cannot Reimburse State Taxes on lodging.

Parking 

  • Parking cards cannot be issued without an account number, and should be requested in advance on GA form or follow the directions on the Guest Single Day Parking Requests page.
  • If guest will be need parking cards for more than 12 consecutive days please ask Liaison about Event Parking Permits.
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