Minimum Processing Lead Times for Purchase, Travel, and GA Requests

Please review the minimum lead times to get purchase/travel REQs to Michelle, and Guest Artist forms to Lily.

Guest Artists:

• Local Guests: 15 business days before first day of service. 
• Out of Town Guests: 1 month before first day of service.
• International Guests/Companies: 3 month minimum. Request a meeting with Liliana as soon as possible to discuss the project. International guests could require extended application times.
• UT Students/Faculty/Staff: 1 month before first day of service. The Business Process for Students/Faculty/Staff has transitioned to Workday. 
• Parking: 48 business hours in advance.

Purchases: allow at least 1 week for PO to be issued to vendor (or procard order to be placed) after an approved REQ is routed to our Finance Office (Group 00259). Reimbursement of materials purchases is an exception to the standard policy, and could possibly be denied by accounting.

Entertainment / Official Occasions (OOEF): submit OOEF form 1 week before event for pre-approval to ensure intended account(s) allow for entertainment. For larger events needing catering, submit 1 month before.

Travel Authorization:

• Domestic and non-restricted foreign: 5 business days before departure. Must route REQ to your area head for approval**, who will then route to Michelle.
• Foreign Restricted Regions: 5 weeks before departure. Texas Global must approve your travel in advance and needs time to review.
• Overview of Restricted Regions Travel
• See Current Restricted Regions List every time you plan foreign travel--it changes frequently.
• Go to this page to begin your TX Global approval request.
• You must still also route an RTA REQ to your area head. Attach the approval from TX Global to the REQ.

** Area head group # (or EID), and Finance Office group #: