Guest Artist Confirmation Email Template

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:

Sponsor contacts guest artist and confirm the agreement in regard to
1. service, dates
2. honorarium
3. other things covered (flight, lodging, ground transportation, wifi, luggage, parking, car rental,….), please visit the travel information page for more info and detail,
Documentation: Provide Liesbeth with
1. Guest Artist form (in-house form, to be filled out by Faculty Sponsor and signed by Division Head)
2. PIF form (Payee Information Form – to be filled out by guest) This form needs to have an ORIGINAL signature - Digital signatures are NOT accepted
3. Copy Driver License guest
4. Email confirming the agreement between sponsor and guest (outlining dates, service, fee, and all things covered- see template email)
Liesbeth will process paperwork and contact guest if travel and lodging arrangements are necessary.
Liesbeth provides sponsor and guest with signature form and necessary travel/lodging information (via email)
Signature form: Form needs to be signed by guest within 30 days of the services
Payment and reimbursements can take up to 30 days once signature form and all required receipts are received by Liesbeth.

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:

ALWAYS fill out contact information of guest
Provide details with services:
- 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)
Qualifications of guest: 3 lines ONLY – do not attach a resume, but mention degree, awards, body of work related to services.
Double check your account number: contact the accounting office with questions
Authorized signatures: Division Head signatures ONLY
- Lyn Wiltshire (Performance Division Head)
- Charlotte Canning (Performance Studies and Pedagogy Division Head)
- Susan Mickey (Performance Production Division Head)
Incomplete Guest Artist forms will be returned.
Please use the latest version of the guest artist form, to be found here.

Do not hesitate to contact Liesbeth with any questions.

1. Fill out a Guest Artist / Visiting Scholar Authorization of Payment Form. Complete ALL sections. Don't have a guest artist create their own UT EID for the purposes of this form. Most guest artists require a social security number on file in order to be paid. Include travel dates. If their travel expenses fall outside of these dates they cannot be reimbursed. If you don't know the account number, please speak to Lizeth Salinas or your Division Head. If the department will direct bill flight, lodging, or rental car, please check the appropriate box. For more information regarding pricing, please refer to the Travel Information page. Please include all incidental travel expenses, i.e ground transportation, taxi, gas receipts for rentals, wifi, and parking. Wireless Internet Access and Parking require set-up prior to Guest arrival. Make sure to acquire proper Division Head signature. Division Heads are: Performance Studies and Pedagogy: Charlotte Canning Performance Production: Susan Mickey Performance: Lyn Wiltshire
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

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.
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.

Guest Artist Confirmation Email Template

1. Fill out a Guest Artist / Visiting Scholar Authorization of Payment Form.

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

3. Once final approved Liesbeth Demaer will book guest travel.

4. Guest artist must sign and date final approved paperwork on last day of service.