The University handles payments for services much differently than payments for goods. Please follow the directions below for your corresponding service provider payment. Remember: any/all service providers for your club are independent contractors (not employees).
Table of Contents |
---|
...
New Vendor / Never worked a UT Club Event and Not in the UT System
- At least 14 days PRIOR TO YOUR EVENT, the Sport Club should submit the Service Provider Set-Up form through HornsLink.
- If vendor is a business: Email Sport Club staff a copy of the vendor's W-9. If the vendor is willing, we can send the University's Docusign Direct Deposit Authorization Form
- If vendor is an individual: Sport Club staff will set up the vendor to complete the University's Docusign Payee Info Form (PIF) with a copy of their Driver’s License.
- Paper and/or Emailed forms are NOT accepted. Only DocuSign may be used due to security purposes.
- Individual/Entity will be asked to complete the University's Docusign Direct Deposit Authorization Form; this is not required, but if not set up, payment may be take longer to be received
- Once approved, Sport Club staff will communicate with your club that the vendor(s) may render services for club event(s).
- If not approved, vendor may not render services as payment to vendor will not be made.
- After event, the club will submit a Purchase Request through HornsLink with a final invoice. If the vendor does not send one, clubs can use the Invoice template below, completed for the vendor.
- Sport Club Office submits invoice for payment to Accounting, to be paid within 30 days.
- Payment is processed from the Student Org and/or the Donation Account, in Net 30 terms. Allocation funds cannot be used to pay for service providers.
...
Returning Individual already in the UT System
- Event occurs and services are rendered.
- After event, the club will submit a Purchase Request through HornsLink with a final invoice. If the vendor does not send one, clubs can use the Invoice template below, completed for the vendor.
- Payment is processed from the Student Org and/or the Donation Account, in Net 30 terms.
- If the vendor has moved, we will need the club to confirm previous address with vendor.
...
Paying an approved UTSCA Coach/Instructor
To pay Coaches/Instructors, sport clubs must ensure all the following documents procedures are followed for proper set-up in advance of services being rendered.
...