College of Liberal Arts staff have collected a myriad of resources regarding college-level and university-wide systems and processes. Links to the various resources and available trainings can be found below.
- askUS – This searchable database of frequently asked questions regarding UT systems and processes is hosted via the Office of the Senior Vice President and Chief Financial Officer. This is a great place to search various questions you may have. If the question you have is not in this system, you can submit the question directly to the staff that manage this database to receive further assistance.
- *DEFINE – This is a program in the “Mainframe” through which vouchers are processed, whether they be payments, reimbursements, or travel requests. To gain access to *Define, ask your department/unit manager or contact Emily Watson with your name and EID for assistance: emily.watson@austin.utexas.edu.
- Trainings for *Define can be found here.
- Green output can be used to create digital copies of the electronic documents in Define. Access to the system can be requested here.
- To gain access to the college-level documentation upload folders for your unit, reach out to your respective CBS unit or Gebauer Business unit.
- To gain access to the university-level documentation upload folders, reach out to the Office of Accounting at oa.pdf@austin.utexas.edu.
- DocuSign – This software can be used to obtain electronic signatures on documentation from 1 or more parties.
- To gain access to DocuSign, you should reach out to your unit’s DocuSign Unit Contact (DUC). You can look up your DUC through the Organizational Hierarchy System’s (OHS) Contact System.
- Event Coordination
- Alcohol Exception Request Form – This form must be submitted and approved before an event takes place when alcohol will be served. The form must be final approved prior to the event date.
- Disability and Access – These resources are to be used when coordinating inclusive events.
- Captioning Services – Live captioners can be scheduled for virtual events to provide captions to participants.
- Sign Language Interpreter Services – ASL interpreters can be scheduled for in-person and virtual events.
- Handbook of Business Procedures (HBP) – Use this as a reference for UT policies and procedures. Sections you may find especially helpful: Entertainment (Part 9.1.1), Purchasing (Part 7), Travel (Part 11).
- Many sections of the HBP are further expanded upon by COLA Business Affairs on their wiki page. Be sure to double check both resources to ensure you are following all university and college policies.
- Official Occasion Expense Form (OOEF) – This form is used to obtain approval for spending on official occasions and events (i.e., entertainment purposes). Pre-approval is needed when spending is over $500.
- Check out the COLA Wiki pages for more information on best practices for the OOEF.
- Example Budget Spreadsheet – This can be used to assist with planning your event and itemizing the costs/purchases. You should be uploaded to the OOEF as your budget for pre-approval.
- Room Reservation Systems
- Event Management System (EMS) – This is one of the reservation systems used to book event spaces at various locations on UT campus. Some options include:
- Avaya Auditorium
- Thompson Conference Center
- University Housing and Dining spaces
- Glickman Conference Center Rooms (RLP) – These rooms are COLA specific and available to us as COLA employees. However, rooms do tend to get booked quickly at the start of each semester and Work Orders are required when attendees exceed 50 people or food is served (*see WORQS: Event Support section for more).
- Mazevo – This is one of the reservation systems used to book event spaces on campus. Some options include:
- University Union Space
- WCP Space
- Hogg Auditorium
- Event Management System (EMS) – This is one of the reservation systems used to book event spaces at various locations on UT campus. Some options include:
- Tax Exempt Form – Because UT is a state institution, it is exempt from paying tax. Provide this form to vendors when making purchases.
- Tip: When filling out the items purchased section, include everything that you could potentially purchase from the vendor to ensure proper coverage. This will allow you to continue using that same form for future purchases from the vendor.
- WORQS: Event Support – Facilities provides a specific work order request form to be used when hosting events. You can request furniture moving (with inventory delivery/pick-up when needed), cleanings, electrical support, tents for outdoor events, etc. This form is required to be submitted when you are booking in the Glickman conference center with more than 50 people or serving food.
- Tips: Facilities tends to have a very long turnaround time. Average is usually ~4 weeks but can often be longer, so we recommend submitting a WO request as soon as you have all the necessary information.
- FRMS – the Financial Resource Management System
- Procurement – This is the landing page where you can access the various systems used to make purchases (e.g., UT Market, PointPlus, Inventory, etc.), as well as other systems like FRMS.
- PointPlus – This system is used to submit Purchase Orders. These are used to encumber funds to ensure that they will be reserved and used for their intended purchase. Occasionally, vendors will request proof of an approved PO to ensure that we have the funds to pay them. This is an added assurance for them as UT usually requires payment be made via an invoice after goods/ services have been received. POs are also required when an event has alcohol and we need to pay for bartenders.
- UT Market – This system is used to order office supplies, computers, etc. The UT Market system should be your first check when ordering. Direct billing is used for these vendors which means further processing is not required on your end (which is often preferred).
- The How to Guide for making UT Market purchases can be downloaded here.
- LAITS
- Computer Purchasing – This is a guide/ resource for making computer purchases.
- Computer Surplus Requests – LAITS surplus can take any old and no longer usable computers/ technology.
- Computer Support – This is where you can request support when dealing with computer issues.
- Webinar License Access – Webinars can be used when hosting virtual events with larger audiences (100+). To host a webinar, you must reserve a webinar license through LAITS.
- Wikipage – LAITS has their own wikipage which can be used as a reference when you need more information on their resources and processes.
- Contact Information - For computer support you can reach LAITS via phone at 512-471-5000 or via chat by clicking here.
- Qualtrics – This software is often used for data collection. Common formats are surveys, questionnaires, RSVPs, assessments, etc.
- ServiceNow – This is where to submit a ticket when help is needed with a technology issue. This can be used to update a caller ID, changing or resetting a voicemail box, etc.
- Alternatively, if you need assistance with computer-related issues, you should contact LAITS directly.
- Travel
- Anthony Travel – This is a travel booking system that is commonly used by UT employees. You can book travel via phone, email, or the online request form.
- Concur – This is another travel booking system that is self-service so that the traveler can still do the booking themselves.
- COLA Wiki Page – Business Affairs expands upon travel policies for the college. You should also read through university policies detailed in the HBP.
- Hotel Tax Exemption Form – UT as a state institution does not pay Texas hotel occupancy taxes. This form can be provided to the Hotel to have these charges removed.
- Restricted Regions – The International Oversight Committee in Texas Global approves all travel on UT funds by faculty, staff, and students that is to an area or region considered restricted for safety reasons. More information on this process and how to submit a request can be found on the COLA Wiki Pages and the Texas Global page.
- Travel Management Services (TMS) – This office is a go to resource regarding arranging travel. We recommend reading through their services as certain things (like car rentals) are restricted to the few companies UT has a contract with. If you have any questions regarding travel, the staff in this office are a good resource to direct those to.
- UT Direct: Requests Forms Home Page
- Travel Authorization Requests (TAR) (if applicable to unit*) – This request form can be used by the traveler to share the necessary information regarding their travel so that you have everything you need to submit their Request for Travel Authorization (RTA).
- Travel Reimbursement Requests (TRR) (if applicable to unit*) – Once travel is completed, the traveler can submit receipts via this request form so that you are able to submit a VP5 for their reimbursement.
- *Some departments and units have chosen to use a different system or process for travel. Check-in with your team to ensure which you should be using.
- UTBox Login page – Box is the cloud-based storage system used by UT employees. This is to ensure that all your work is backed up and can be easily accessed and shared when needed.
- Tip: save everything, delete nothing
- UTLearn – This is a learning management system for UT employees. Topics vary.
- Workday Login page – This is the human resource management system. This is where you will submit timesheets, review paystubs, etc.
- Handbook Of Operating Procedures (HOP) – More information regarding operations can be found on the University Policy Office’s webpage.
- WORQS – This is the work order request system. A guide for submitting a WORQS request can be downloaded here. This system is where you can submit requests to facilities (and custodial services) for repairs, additional cleanings, assistance with building or moving furniture, etc. Types of requests available include:
- Report an Issue
- Example reports include when restrooms are out of paper towels, toilet paper, or hand soap, when a door is not functioning properly, when the ADA buttons are not responding, etc.
- Request a Service
- Example services include repairs required for sink, garbage disposal, dishwasher, etc., requesting extra cleanings for a space outside of the cleaning schedule, additional carpet cleanings, etc.
- CRIB Request (Construct, Renovate, Install, or Build)
- Example requests include painting projects, electrical projects, hanging items on walls, fixing an issue with flooring, etc.
- Move Request
- These can be as simple as moving one office to another in the same building or can be moving between buildings.
- Event Request
- This form includes custodial work orders (required for Glickman), requesting additional tables, linens, trash cans, etc. for events and having furniture moved rearranged in a room by facilities.
- Surplus Request
- Note: If you do not have a timeline for when surplus items are picked up, this service is free. However, if you need the pick-up completed within a certain timeframe, that will incur a cost.
- Report an Issue
Emily Watson, Senior Training Coordinator, works with Senior Staff in the College to onboard and provide on-going training opportunities. She can assist with system access as part of onboarding for staff. Include your name, unit, and EID when reaching out: emily.watson@austin.utexas.edu.