Overtime Authorization: Overtime authorization may or may not be required, depending on what you need. Please see page 10 of the for more information about each crew’s overtime hours.

Estimates: Once we have all the information we need, we will provide an estimate. Estimates take 10 business days to fully process. If you would like a revised estimate after making changes, it will take up to another 10 business days to provide an amended estimate. We will email the completed estimate to you and the authorized signer. 

Preferred Method of Payment: 

• Account number: Please provide a valid account number and an authorized signer. We will reach out to you if we need more information. The authorized signer will be included on returned estimates and the confirmation email.
• Letter Bill: If an account number is not available or applicable, please provide a name, email address, phone number, and physical address to be billed to. Business and Financial Services will primarily bill via email, but they need the physical address as well.

Terms & Conditions: 

• As of September 1, 2019, all event requests must comply with our . Please read it carefully and confirm that you have read and accept it.

Event Location: Please select whether your event will be on campus, off campus, or both on and off campus.

On Campus Events

Site

Please select your location, such as Main Campus, J.J. Pickle Research Center, etc.

Building

Please select from the drop-down menu the building where your event will take place. If it will be in multiple buildings, please list them all in the "Additional Event Information" field.

Room

If your event will be indoors, select "Indoors" from the "Is your event indoors or outdoors?" field. Please list all the rooms in the building your event will take place in. Because every building has varying floor/room numbering styles, completing this field will ensure the Facilities Services crew arrives within the scheduled timeframe.

Outdoor Events

If your event will be outdoors, select "Outdoors" and specify your rain plan. This can be a location change, cancellation, or that your event will be held come rain or shine. Please also specify any other outdoor location information in the "Additional Location Information" field.

Event Start and End Times

Please set your event start time as the time guests will arrive, and your event end time as the time your guests will leave. If your event is for multiple days, feel free to explain the daily start and end times in the blank fields. We will reach out to you if we need more information. If you have a reservation for your event venue, feel free to include when your reservation begins and ends.

Food

If you are planning to sell or give away

Potentially Hazardous Food on campus, you must obtain approval from the office of Environmental Health and Safety (EH&S) by submitting their Food Distribution Request form to them. Please contact EH&S for more information.

Tents

Will your event include the use of the tents? If so, selecting "Yes" will populate more specific fields about

. 

Site: This is a mandatory field for location, such as Main Campus, Pickle Research Center, Bee Caves Complex, etc.

Examples of sites:

• • UTM – UT MAIN CAMPUS (Also used for Off Campus Sites)
  • PRC – PICKLE RESEARCH CENTER
  • BFL – BRACKENRIDGE FIELD LAB

Building: This field is mandatory.

• Note: If your move is between two or more rooms within the same building, the “Moving From / Moving To” dropdown lists should reflect the same site and building.
• Note: If your move is from or to an off-campus location, please use Site: UTM and Building: OFF - Off Campus from the pull down menu.
  
  

Floor: This is an optional field.  Because every building has varying floor/room numbering styles, completing this field will ensure the Facilities Services crew arrives within the scheduled timeframe.

Room: This is an optional field.  Because every building has varying floor/room numbering styles, completing this field will ensure the Facilities Services crew arrives within the scheduled timeframe.

• Note: If your move involves more than one site, building or multiple rooms, use the “Save – Add Another” button at the bottom of the page to list each move individually within the same request.
• Correct example of one request involving four different locations:
  • From – MAI: 400; To – MAI: 100
    
    

• • From – MAI: 401; To – MAI: 101A
    
  • From – MAI: 402; To – SSB: 1:106
    

• • From – MAI: 403; To – PAI: 3.04
    

These fields are to list quantities of items to be moved.

• Note: Be as specific as possible. State the exact type and quantity of items being moved. Crew sizes and trucks are pre-scheduled, and if the inventory is not accurate, this can result in the move being rescheduled.

Boxes: Use this field for all types of boxes, including banker boxes.

• Note: All boxes must be packed and taped closed prior to the EMS crew’s arrival.

Other: Use this field for plastic totes and other items not on the list.

• Tip: It is helpful for EMS to know the dimensions and contents of the boxes and plastic totes so they can determine the appropriate crew size to schedule your move. Use the “Please describe other inventory items:” field to note dimensions and contents.

Please describe other inventory items: Use this field to describe all items that do not have an “Inventory Information” field to give quantities. Please give a description, quantity, and any information that will help with the moving of these items.

• Examples:
  • Banker Boxes that need to be moved.
    
    

• • Plastic Totes that need to be moved.
    
    

• • Desks with Returns
    
    

Modular furniture: EMS does not disassemble or reassemble modular furniture. A third-party furniture company will need to disassemble modular furniture prior to EMS moving the sections.

Computers and Monitors: In order for EMS to move them, they must be boxed and ready to move upon arrival. EMS will not disconnect, reconnect, or reroute any cables, phones, computers, or panic buttons. Contact Information Technology Services for assistance with any of these issues.

Pictures: EMS does not move items from or replace items on walls that requires nailing or screwing into the wall. If you would like assistance with this, please submit a separate request via WORQS Request Service, and the appropriate crew will be scheduled. There will be a charge for this service.

Copiers: EMS does not move university copiers. Please contact Ricoh USA, Inc. to have any copiers moved.

Refrigerators: Breakroom refrigerators must be emptied and defrosted prior to EMS’ arrival. If they are not emptied and defrosted when EMS arrives, you will need to contact the Facilities Service Center to have the move rescheduled.

Is an elevator available for use?: This is a mandatory field. The default setting is “Not Applicable.”

• Select “Yes” if the building has an elevator that is needed for the move.
• Select “No” if the building does not have an elevator.
• Select “Not Applicable” if the elevator is not needed for the move.

Will the items fit in the elevator?: This is a mandatory field. The default setting is “Not Applicable.”

• Select “Yes” if items being moved will fit in the elevator.
• Select “No” if items being moved will not fit in the elevator.
• Select “Not Applicable” if the elevator is not needed for the move.
• Tip: Selecting the appropriate choice will help EMS with scheduling and determining crew size.

Are there any tight corners in the offices or hallways that might present a challenge to staff when moving your items?: This is a mandatory field. The default setting is “Not Applicable.”

• Select “Yes” if there are any tight corners in the offices or hallways.
• Select “No” if there are no tight corners in the offices or hallways.
• Select “Not Applicable” if there are no challenging areas in the space.
• Note: If “Yes” is selected, please describe all areas affected in the “Any additional information that will help the team plan for your move:” field.
• Tip: Informing EMS of items that will/will not fit in building elevators and of any tight areas will help them with scheduling and determining crew size.

• Example:
  • A book case that is too large to fit in an elevator may require an extra crew member to assist with carrying it down flights of stairs.
  • Tight corners in offices and hallways can cause issues when moving. If EMS is aware of them in advance of arrival, they can plan accordingly.

Any additional information that will help the team plan for your move: This is a free-form field that allows requestors to give any additional information to assist the EMS crew with the move.

• Note: This field is mandatory if “Yes” is selected for the “Are there any tight corners in the offices or hallways that might present a challenge to staff when moving your items?” field.
• Examples:
  • Does EMS need to contact someone prior to arrival for access?
  • Will someone be on site to assist the EMS crew with placement of items?
  • What times will the contact person be available?
  • If a specific time range is not desired, please note in this field.

Attachments: Photos are encouraged; they help EMS in scheduling and determining crew size.

• Tip: WORQS limits the number of attachments to five. Additional attachments can be emailed to the Facilities Service Center’s shared email inbox at facilities@austin.utexas.edu. When emailing additional attachments, please reference the unique identifier used in the WORQS Request Information “Description” field.

Clicking the “Save – Add Another” button completes Move number 1 and starts Move number 2.

• Tip: If your move involves more than one site, building or multiple rooms, use the “Save – Add Another” button at the bottom of the page to list each move individually within the same request.

Step 3 neatly groups all information together for one final review before submitting the move request. Only information selected will be displayed in the review sections.

Please review to ensure all information is provided and accurate. Complete and accurate information will allow the Facilities Service Center to process the move and hand-off to EMS for scheduling without delay. Once EMS starts the scheduling process, complete and accurate information will assist the scheduler in determining crew size and assigning the request.

Move Details: Allows requestor to review all information in one area. At this point you can delete or edit the move details by clicking on Delete | Edit Details buttons.

• Total Locations and Inventory: Displays the total number of different moves submitted on this one Move Summary.
• Created: Displays the date and time that the move was created.
• Description: Displays the description used to identify all moves under this one Move Summary.
• View Move Details: Clicking on this button will expand the field to display Move Details from Step 1 such as the requestor’s name, department, email, and phone, along with the billing and scheduling information.

Locations and Inventory #1: Allows requestor to review all information from his/her first move. At this point you can delete or edit locations or inventory by clicking on the Delete | Edit Locations and Inventory buttons.

•  Moving From and Moving To: Displays the Site and Building locations of the move’s origin and destination so it can be reviewed at a glance.
• “View Additional Details”: Clicking on this button will expand the Inventory Information and the Additional Information fields displaying all the information entered in Step 2.

Click “Add Locations and Inventory” to return to Step 2 and add Move Details to proceed with another move request.

Click “Submit and Complete Request” to submit the move request. At this point you will receive the following notice that the move has been submitted and is pending approval. This does not indicate the move has been submitted to the Facilities Service Center for processing. The Facilities Service Center cannot begin processing of the request until it has been approved.

By clicking the “here” button, you will be taken to the Move Summary page where you can check the status of the move. There are two sections towards the bottom of the page, Approval Information and Account Approvers for this Request. The Approval Information section will list the approver that was notified and the status the request is in. The Account Approvers for this Request section will list all approvers that can approve for the account provided. They will not receive an email notification, but any one of them can go into WORQS at any time and approve the move request.

You will receive an email notification informing you that the move request has been submitted and has been routed for approval. You will be notified once the request has been approved or declined.

Overtime Authorization: Overtime authorization may or may not be required, depending on what you need. Please see page 10 of the for more information about each crew’s overtime hours.

Estimates: Once we have all the information we need, we will provide an estimate. Estimates take 10 business days to fully process. If you would like a revised estimate after making changes, it will take up to another 10 business days to provide an amended estimate. We will email the completed estimate to you and the authorized signer. 

Preferred Method of Payment: 

• Account number: Please provide a valid account number and an authorized signer. We will reach out to you if we need more information. The authorized signer will be included on returned estimates and the confirmation email.
• Letter Bill: If an account number is not available or applicable, please provide a name, email address, phone number, and physical address to be billed to. Business and Financial Services will primarily bill via email, but they need the physical address as well.

Terms & Conditions: 

• As of September 1, 2019, all event requests must comply with our . Please read it carefully and confirm that you have read and accept it.