Paying Individuals
Timing
NOTE: If you make an offer of payment to someone before it’s certain whether they can be paid, it may be a firing offense!
There are so many potential complications and delays with paying individuals that it may require weeks to get the needed approvals, if it is possible at all. So read this section carefully before deciding to pay any individual, and leave enough time to get all the approvals that may be needed.
Required Pre-Approvals
Offering payment requires two pre-approvals:
Director approval
First, all payments to individuals require written approval from the VAC director. All payments to individuals must be cleared by them, in writing, before any other step is taken. Forward this approval to the VAC admin.
Admin approval
Second, get approval from either the VAC admin (for a PO or contract), or AAH HR rep (Anita). See below to figure out who’s approval you need.
Individuals Eligible for a PO
Paying by PO is the simplest method. In general, a payee is eligible for a PO if they are:
· not a current student, and
· not a current or recent UT employee, and
· a US citizen.
If you think they satisfy these requirements, then request a PO (see Requesting a PO section). But do not make an offer of payment until the VAC admin has confirmed this and given you approval. If problems come up, they will let you know. If the vendor has been paid by UT with a PO recently, chances are good they can be again.
If you know already that the payee doesn’t satisfy all of these requirements, or if it turns out they do not satisfy them once the VAC admin has investigated, see Individuals Not Eligible for a PO below.
Individuals Not Eligible for a PO
UT students
If the vendor is a current UT student, see the Scholarships section.
If they do not qualify for a scholarship, they will need to be hired as an employee. Submit the AAH New Hire and AJR form. It will be sent to the AAH HR rep (Anita), and they will tell you if it’s approved.
UT employees, and recent former employees
If the vendor is a UT employee, or has been within the last year, submit the AAH New Hire and AJR form. It will be sent to the AAH HR rep (Anita), and they she will tell you if it’s approved.
Be Aware: Many current UT employees cannot be paid by the VAC at all, and most recent former employees have to be rehired to be paid.
Non-US citizens
Location and Work Visas
If the payee is working from within the US, and is not a US citizen, they will need the appropriate work visa. If they do not have the correct work visa, UT cannot pay them at all. The VAC Admin will give you approval once this has been resolved.
If the vendor is working from entirely outside the US (writers, translators, etc.) they do not need a US work visa. The VAC will give you approval.
Contracts
Non-US citizens are not paid with POs, they are paid with contracts. See the UT Contracts section (within the PO section).
Background Checks
If you are paying an individual with something other than a PO, see the Background Checks section.