ABOUT MOVES 

Use WORQS “Request Move Support” form to request services for a move.

• Event and Moving Services (EMS) primarily moves office furniture and equipment between rooms in the same building or transports office furniture and equipment between buildings on all campuses.

• Customers are required to submit requests to EMS with a minimum of 10 days’ notice. Requests must be submitted by 4:00 p.m. 10 business days before the requested move date, otherwise a fee of $100 will be charged to your account.

• Submit the request as early as possible in the planning process, because EMS services are available on a first-come-first-served basis. Be as specific as possible about the details of the move.

Use the WORQS Request Surplus Pickup form to request services for items that need to be sent to Surplus Property.

• Surplus Property will pick up items free of charge and pick-ups are typically scheduled 4-6 weeks from the date a request is processed by the Facilities Service Center (FSC). Pick-up times vary, depending on the time of year.

• If you need to have the items picked up on a scheduled date, please submit the WORQS “Request Move Support” form. EMS will pick up the items and deliver them to Surplus Property. There will be a charge, depending on certain criteria.  Estimates can be provided upon request.

Please provide as much information as possible when completing the “Request Move Support” form.  Photos are greatly encouraged to help EMS with scheduling and determining crew size.

If you have questions or need assistance completing this form, please contact the FSC at 512-471-2020 or by email at facilities@austin.utexas.edu.

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Step-by-Step Instructions for the “Request Move Support” Form

Step 1
Add/Edit Details

Requestor: Information about the person completing the request is automatically populated in these fields because WORQS has identified the user at log-in.

Requestor Preferred Phone: Please provide the best number for a Facilities Services representative to contact the Requestor.

• Tip: The telephone number that pre-populates in the form can be overwritten. It is important to submit the best number a Facilities Services representative can use to reach the appropriate individual(s). Cell phone numbers are highly recommended and will be kept confidential by Facilities Services.

Alternate Requestor EID (EID Lookup): Complete this field if there is an alternate requestor. Click on the (EID Lookup) button to find the Alternate Requestor’s UT EID.

• Tip: The telephone number that pre-populates in the form can be overwritten. It is important to submit the best number a Facilities Services representative can use to reach the appropriate individual(s). Cell phone numbers are highly recommended and will be kept confidential by Facilities Services.

• Note: The Requestor and Alternate Requestor will be the primary contacts for a Facilities Service Center representative to use while processing the move request. Each Move Detail section in Step 2 has a building or on-site contact listed as Move Contact EID (EID Lookup) that is used by the EMS crew on the scheduled day of the move.

Alternate Requestor Preferred Phone: Please provide the best number for a Facilities Services representative to contact the Alternate Requestor.

Alternate Requestor is the Preferred Contact: Check this box to make the Alternate Requestor the Preferred Contact for the Facilities Services representative to use when planning the move.

• Tip: The telephone number that pre-populates in the form can be overwritten. It is important to submit the best number for our staff to reach the appropriate individual(s). Cell phone numbers are highly recommended.  

Description: This is a mandatory field, and the description will be used to identify the move during the approval routing process.

• Tip: Give the move a unique identifying name for tracking via the My Profile section of WORQS during the approval routing process.

• Examples:

  • FC1: Analyst Team Relocation

  • ROC to WRP: Multi-office Move

• Note: Once the move is approved and enters the processing phase, a Facilities Service Center representative will rename the move. This will allow Facilities Services to better search and track the move while processing. The new name will be reflected on the request listed in My Profile.

Account Number: This is a mandatory field requiring a departmental account number.

• Charges: Please see Facilities' Rates, Fees, Terms & Conditions website for current recharge rate. The typical crew size consists of 2-3 employees.

Select Account Signer to notify via email: A pre-populated list of authorized account signers will be available based upon the account number you have entered.  Select the individual you would like to receive an email notification that the completed request needs account approval.

• Tip: If the chosen approver has not received an email, ask him/her to check his/her spam folder.

• Tip: Although an email is sent to the person selected, anyone who appears on the list is able to approve the request. Any approver can access the request by logging into the WORQS home page and clicking on the approval section.

• Note: If “None” is selected, notification emails are not generated. In order to avoid processing and scheduling delays, we suggest you contact your approvers directly.

Select Final Approver to notify via email: This field is only visible if required by your school or college’s assistant dean/financial or business officer and is based on the department’s internal business policies.

• Tip: If the chosen approver has not received an email, ask him/her to check his/her spam folder.

• Tip: Although an email is sent to the person selected, anyone who appears on the list is able to approve the request. Any approver can access the request by logging into the WORQS home page and clicking on the approval section.

• Note: If “None” is selected, notification emails are not generated. In order to avoid processing and scheduling delays, we suggest you contact your approvers directly if you choose this option.

Are Overtime charges approved for this request? The default setting is a “No” response. Please change to “Yes” if the department is willing to pay overtime charges for this move.

• Overtime Charges: The overtime rate is one and one half times regular rate with a two-person, two-hour minimum.

• Overtime Hours: The overtime rate applies to the hours between 12:00 p.m. – 1:00 p.m. and 3:00 p.m. – 8:30 a.m., Monday through Friday, and all day Saturday, Sunday and holidays.

Proceed and Provide Estimate: Requests are processed in the order they are received and by the move date. An estimate will be provided within 10 business days of the request being assigned to the work units.

• Note: The process of building move work orders can be complex. Therefore, it might take up to 10 business days before the request is processed and assigned to work units for scheduling. Please be aware the following can effect processing time:

  • Number of requests in queue

  • Number of questions that need resolution

• Note: Estimates are not guaranteed. EMS provides estimates based on past experience, expertise, and the information provided by the customer. Final costs may vary due to:

  • Not enough information provided by the requestor

  • Difficult access to the job site

  • Additional items to be moved not accounted for in the original estimate

  • Inclement weather

  • Job site point of contact unavailability (e.g., EMS arrives, but the point of contact is unavailable for 15-20 minutes)

Proceed Without Estimate: This is the default setting. The request will be processed without providing an estimate.

Cancellation: EMS requires 48 hours’ notice for cancellations. Customers who cancel orders with less than 48 hours’ notice will be charged 100% of the estimated labor costs associated with the move.

Dates: Moves are primarily scheduled on Tuesdays, Wednesdays and Thursdays.  

• Note: Requests must be submitted a minimum of 10 business days in advance of the requested move date.

  • Exceptions may be made if the EMS schedule permits, but a $100.00 fee will be applied.

  • When selecting the Earliest Date, Preferred Date and Latest Date, provide a one-week window between the Earliest Date and Latest Date of when you want the move scheduled.

  • Moves will be scheduled based on EMS calendar availability. During the long semesters, EMS usually performs moves on Tuesdays, Wednesdays and Thursdays. The summer move schedule varies and is more flexible.

Earliest date: Client preparation should be complete by this date. This is the first date EMS considers when scheduling the move.

• Tip: The earliest date should begin at least ten days from the date of submitting the move request.

Latest date: This date is the latest date EMS will consider when scheduling the move.

Preferred date: If EMS can accommodate, this is your preferred move date.

Desired time of Move: This is a mandatory field. The default setting is “Between 8:30am and 10:00am.” Please select the best range of time for the requested Move to occur:

• • Before 8:30 a.m. (Overtime charges will apply)
  • Between 8:30 a.m. and 10:00 a.m.
  • Between 10:00 a.m. and noon
  • Between 1:00 p.m. and 3:00 p.m.
  • After 3:00 p.m. (Overtime charges will apply)
• Tip: If a specific time range is not desired, note in Step 2 under the section entitled, “Any additional information that will help the team plan for your Move.”

Book Movers: EMS will supply book movers upon request. Indicate number of book movers needed and applicable information for date, time and delivery and pick-up location.

• Note: Book movers can be used to empty book shelves and filing cabinets. Each book mover holds 12 linear feet (3 shelves, each 4 feet long).
  

  

Recycling Bins: EMS will supply recycling bins upon request. Indicate number of recycling bins needed and applicable information for date, time, and delivery and pick-up location.

• Note: Recycling bins will hold 96 gallons and are roll-around units.
  

  

• TIP: EMS DOES NOT provide packing services. All items must be packed and ready to be moved upon arrival. Packing supplies, such as tape, brown wrapping paper and boxes can be purchased from Central Stores using the work order number of the move. For additional information regarding packing supplies and availability, please contact Central Stores at 512-471-4895.

Click the “Save Details and Continue” button to receive a Move Summary (MV) number, and continue to Step 2.