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Local Guest artist paperwork should be submitted to Liesbeth Demaer at least two weeks before first day of service.

Out of Town Guest artist paperwork should be submitted as soon as possible in order accommodate travel and lodging, at least 1 month before first day of service.

For International Guest artist or Companies please contact Liesbeth Demaer prior to submitting Guest Artist paperwork.  Could require extended application time.

This allows enough time for processing and approval. Late paperwork requires a signed letter on letterhead from the sponsoring faculty member explaining the reason for its lateness.

 

Guest Artist Process Steps

 

  1.  Contact guest artist and confirm the agreement in regard to
    1. service, dates
    2. honorarium
    3. other things covered (flight, lodging, ground transportation, wifi, luggage, parking, car rental,….)

  2. Provide Liesbeth (at least 2 weeks prior to arrival of guest) with
    1. Guest artist form (in-house form, to be filled out by faculty Sponsor)
    2. PIF form (Payee information form – to be filled out by guest)
    3. Copy driver license guest
    4. Email confirming the agreement between sponsor and guest

  3. Liesbeth will process paperwork and contact guest if necessary in regard to travel preferences and hotel confirmation.
  4. Liesbeth provides sponsor and guest with signature form
  5. Form needs to be signed within 30 days after services
  6. Payment and reimbursements are processed within 30 days once signature form is received.

 

IMPORTANT NOTES:

 

ALWAYS ask for driver license and PIF: guest artists move, change names, become businesses.  Part of working for UT is providing paperwork

 

GUEST ARTIST FORM: 

  • ALWAYS fill out contact information of guest
  • Provide details with services:  Example - Incorrect: Teach a class to BFA acting  Example - Correct: Worshop/Direct/Lead/Teach for (Provide detail on content/concept/and class if applicable)
  • Qualifications of guest: 3 lines ONLY – don’t attach a resume
  • Double check your account number: contact the accounting office with questions
  • Authorized signatures ONLY
  • Incomplete Guest artist form will be returned.

 

  • If you have questions: ASK 

 

INTERNATIONAL ARTISTS:

Request meeting with Liesbeth, Patricia and Lizeth to discuss the project, the payment and the plan on how to bring artists in.

 

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

  • Complete ALL sections.
  • Don't have a guest artist create their own UT EID for the purposes of this form.
  • Most guest artists require a social security number on file in order to be paid.
  • Include travel dates. If their travel expenses fall outside of these dates they cannot be reimbursed.
  • If you don't know the account number, please speak to Lizeth Salinas or your Division Head.
  • 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 Booking Travel page.
  • Please include all incidental travel expenses, i.e ground transportation, taxi, gas receipts for rentals, wifi, and parking.
  • Wireless Internet Access and Parking require set-up prior to Guest arrival.
  • Make sure to acquire proper Division Head signature. 
  • Division Heads are:
    • Performance Studies and Pedagogy: Charlotte Canning
    • Performance Production: Susan Mickey
    • Performance: Lyn Wiltshire

2. Submit to the mailbox of Liesbeth Demaer.

  • Guest Artist Form

  • Payee Information Form

  • Copy of Driver's License or valid ID

  • Faculty and Guest Artist agreement email

** ALWAYS ask for driver's license/ID and PIF

  

3. Once final approved Liesbeth Demaer will book guest travel.

  • Liesbeth Demaer will book guest artist travel accommodations and maintain communication with faculty sponsor/guest. Please see the Booking Travel section for details on pricing of flight, lodging, rental car, and other expenses.
  • Liesbeth will provide a copy of travel arrangements and lodging to both guest and faculty sponsor.

 

4. Guest artist must sign and date final approved paperwork on last day of service.

  • This form requires the guest's original signature.
  • Guest must sign within 30 days of completing the service.
  • Payments and reimbursements are processed within 30 days of signed APS and documentation received.
  • The faculty sponsor is responsible for obtaining the guest signature. Signature forms are being emailed to both the guest and the faculty sponsor.  Please return an original signed signature form to the mailbox of Liesbeth. 
  • Return an original signed signature form to the mailbox of Liesbeth, together with any applicable receipts (travel, hotel, baggage)
  • Liesbeth sends signed paperwork to Patricia Semenov, who will mail a check or direct bill the guest artist (for reimbursements or honoraria).
  • Signature is only required for guest artists receiving an honorarium. If the department only covers travel costs, a different form is used, no signature required.
  • Note: Early submission of guest artist paperwork (step 1) assures approval before the guest artist's arrival. It is easier for the guest artist to sign this form in person on their last day of service. Otherwise they must snail mail a signed form back to the department, which can significantly delay payment.

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