Dell Med Finance is not able to make payment to a contractor without a fully executed contract. The contractor should not be authorized to proceed, nor should payment be approved, until the contract is fully executed.
The Finance Team will work with departments to determine whether this service will be processed through the Authorization for Professional Services (APS) or through a formal Business Contract.
For APS - to engage an individual for specific professional services:
The AIS/APS is for one-time, short-term, or sporadic services provided by an individual or unincorporated sole proprietor (vendor ID starts with a 2 followed by SSN). The services must be low risk and the AIS/APS must be obtained prior to the services being performed.The total University-wide payments made via APS to any individual may not exceed $25,000 for the fiscal year. The authorization only covers one fiscal year period at a time. The APS or PBS may not be used to procure services, which result in the creation of original literary, dramatic, musical, or artistic works (including photographic services, technical writing services, and songwriting services). The APS or PBS may not be used to procure services from an independent contractor for computer programming, website design or editing, software development, creating a database or other information technology services (IT Services). Instead, the department must contact the designated buyer to determine whether a purchase order can be used. If a purchase order cannot be used, the Purchasing Office will refer the department to Business Contracts for assistance.
If the services needed from an individual meet these guidelines, gather the following information and submit to Dell Med Finance. Starting 9/1/2018, the University will no longer be issuing APS (Authorization of Professional Services). Honorarium and Speaker Agreements will be processed through Business Contracts and other individual services will be authorized with a Purchase Order.
To obtain individual services, please send this information to dellmedfinance@austin.utexas.edu
- Individual’s name/EID
- Individual’s Employment Status (current UT employee or not)
- Description of service to be performed by that person
- Qualifications of the individual to perform the service
- Service dates requested
- Payment Amount:
- Flat fee or based on a rate (hourly, daily, etc.)?
- Maximum amount to be paid
- Will reimbursements (for travel, food, materials, etc.) need to be paid?
- Department or unit to be charged
- Fill out the Employee/Independent Contractor ChecklistSubmit to Dell Medical School-Finance via email for the APS/AIS to be created electronically.
Once the request has been approved, the Finance Team will notify you and provide copies of the authorization documentation. This documentation must be included with any invoices for payment to be processed. To submit for payment, follow the Business Contract Payment Request Process.
For Honorarium and Speaker Agreements
To initiate a honorarium for a speaker:
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- Approved OOEF for event
- Completed Speaker Agreeement - the template for this service can be found here: https://utexas.app.box.com/v/speaker-agreement
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Dell Med Finance will decide if a PO or contract is best fit for required services and will advise on next steps.