UT System Administration departments obtain a variety of services from individuals for which those individuals will be compensated. Those services may include consulting, speaking/presenting, photography, performances, calligraphy, judging award nominations and a variety of other services.
The following procedures provide guidance that will allow individuals who perform services for UT System Administration departments to be paid in a timely manner:
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Total Amount is less than $1,000:
- Departmental Contract Administrator (DCA) will assure that the individual has been set up as a vendor in PeopleSoft or direct vendor to the Vendor Setup Guide.
- DCA will upload to A/P Invoice Submission an invoice or other evidence confirming that services have been performed to initiate payment.
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Total Amount is from $1,000 to $5,000:
- DCA will complete an Authorization of Professional Services (APS) form, including an Independent Contractor Checklist, Business Affairs Contract Processing Checklist and obtain approval by the Director, Contracts and Procurement prior to the service being rendered.
- DCA will assure that the individual has been set up as a vendor in PeopleSoft or direct vendor to the Vendor Setup Guide.
- DCA will upload the APS form signed by the individual confirming completion of service along with the completed Independent Contractor Checklist to A/P Invoice Submission to initiate payment.
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Total Amount is greater than $5,000:
- DCA will submit a Contract Intake Form and an Independent Contractor Checklist to the Office of Contracts and Procurement who will draft the contract.
- The contract must be signed by the individual (contractor) and Director, Contracts and Procurement prior to commencement of work.
- DCA will assure that the individual has been set up as a vendor in PeopleSoft or direct vendor to the Vendor Setup Guide.
- DCA will upload invoices from the individual to A/B Invoice Submission and include the contract number to initiate payment.
Additional Requirements for State and UT Employees:
All State of Texas employees must obtain prior approval from their agency head for outside work. The DCA must work with the individual to identify and obtain the State of Texas employee’s state agency head’s approval signature for all higher education institutions and state agencies, except employees at another UT System Institution. The agency head’s work approval signature is required prior to commencement of work and must be included in the payment documentation.
For individuals who hold an active appointment at another UT System Institution, the DCA will obtain the signature of the other institution’s chief administrative officer (or designee) in accordance with UTS 159. The institution’s approval must be obtained prior to commencement of work and must be included in the payment documentation.
