Local Guests:
Artist paperwork should be submitted to Liesbeth Demaer at least three weeks before first day of service.
Out of Town Guests:
Artist paperwork should be submitted at least 1 month (or sooner) before first day of service in order to accommodate travel and lodging reservations. For more information in regard to cost estimates for flights, lodging and others please click here.
International Guests/Companies:
Please request a meeting with Liesbeth Demaer, Lizeth Salinas and Patricia Semenov to discuss the project, the payment and the plan on how to bring artists in, prior to submitting Guest Artist paperwork. International guests could require extended application times.
Late paperwork;
Late paperwork requires a signed letter on letterhead from the sponsoring faculty member explaining the reason for its lateness.
WIFI & Parking cards
If purchasing WIFI and/or parking cards ONLY - please follow Guest WIFI or Parking Requests instructions.
GUEST ARTIST PROCESS STEPS:
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IMPORTANT NOTES:
- ALWAYS ask for driver license and PIF: guest artists move, change names, and/or become businesses. Unfortunately, part of working for UT is providing paperwork to the department.
- Once you submit the paperwork no other cost items are added to the guest artist form. Discuss all cost items BEFORE submitting paperwork to Liesbeth.
- Changes to the guest artist form need to be done in writing: either in person on the guest artist form (with initials) or via email.
- If employing STUDENTS: please contact Tim Creswick (HR Representative) to discuss the employment - additional paperwork might be necessary.
- Information about cost estimates for hotel, flights, rental car, housing, guest honorariums can be found here
GUEST ARTIST FORM INSTRUCTIONS:
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- Incorrect example: Teach a class to BFA acting
- Correct example: Workshop/Direct/Lead/Teach for (provide detail on content/concept/class/dates/hours/location/ and group of students taught if applicable)
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- Lyn Wiltshire (Performance Division Head)
- Charlotte Canning (Performance Studies and Pedagogy Division Head)
- Susan Mickey (Performance Production Division Head)
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Do not hesitate to contact Liesbeth with any questions.
1. Fill out a Guest Artist / Visiting Scholar Authorization of Payment Form.
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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
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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 Travel Information 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.
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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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Please find below the template email to outline and confirm the agreement with the guest artist.
Feel free to copy/ paste this or use your own version.
A confirmation email, outlining service dates, fee/honorarium and expenses paid for and/or reimbursed needs to be provided to Liesbeth Demaer together with:
- Guest Artist Form, filled out by sponsor/faculty member
- PIF (Payee Information Form) filled out by guest
- copy Driver license of guest
Date
Dear (guest name)
We are honored to have you serve as a Guest Artist in the Department of Theatre and Dance at the University of Texas at Austin. This letter serves as a summary of the details agreed upon for your upcoming services. This is not a legal contract, nor does it take the place of a contract if one is required. If for any reason these details should change prior to or during your visit, please contact me directly.
Service dates: ___________________ to __________________
Honorarium: ________________________________________
Expenses paid for/reimbursed (Check all that apply; please remove any options that do not apply):
Airfare _____ Amount up to ___________
Mileage _____ Amount up to ___________
Hotel _____ Amount up to ___________
Car rental _____ Amount up to ___________
Taxi _____ Amount up to ___________
Shuttle/Bus _____ Amount up to ___________
Meals/Per diem _____ Amount up to ___________
Baggage fees _____ Amount up to ___________
Parking ($9/day) _____
Wifi ($0.25/day) _____
All payments are contingent upon successful completion of services and all required paperwork, as well as confirmation by the Department of Theatre and Dance, College of Fine Arts, and the University Office of Accounting.
Payment follows within 30 days upon signing the signature form (to be signed on last day of services).
If you are arranging your own travel and the department needs to reimburse you, please provide us with the necessary receipts and proof of payments, by forwarding them to Liesbeth@austin.utexas.edu
Liesbeth Demaer, program coordinator, will contact you soon to discuss travel arrangements and accommodations. If you have any special requests or needs, please inform her of those.
Please confirm that you are fine with the above arrangements by replying to this email and providing us with a Payee Information Form (enclosed) and a copy of your driver license.
Thank you for your service and commitment to the Department of Theatre and Dance. We’re greatly looking forward to your visit.
Sincerely,
Sponsoring Faculty Member