Guest Artist Cheat Sheet

Last Updated: 12/19/2025

T&D Contact: Guest Artist Liaison

Email: caleb.solberg@utexas.edu

Phone: 512-232-9402

Hiring a Guest Artist or Hourly Hire

1. When in doubt, schedule a time to meet with the Guest Artist Liaison.

2. Meet with your supervisor → complete and submit the Hiring Request Form → Cc all account authorizers (those who approve funding) when emailing the guest artist liaison.

3. Keep an eye on your inbox for updates.

4. Wait for “work approval” email confirmation → Do NOT start services before approval.

5. After services have been completed → check email for invoices, receipt requests, and timesheet completion reminders.

Parking Requests: Wiki Page

Questions? Contact Guest Artist Liaison at the email above.

Guest Artist Notes: Wiki Page

• Paid by invoice

• Required Forms: Payee Information Form, Classification Checklist, Visa or other docs for non-U.S. citizens

• If previously paid via Workday this calendar year, we must hire through Workday (hourly hire form).

Hourly Hire Notes: Wiki Page

• Paid via timesheets

• Required: Background check, I-9, Workday Appointment

• Can switch to Guest Artist/Independent Contractor after Jan 1 if not employed via Workday.

General Helpful Hints

• Timeframe: Submit Hiring Requests with sufficient processing time. See: Minimum Processing Lead Times

• Payment Timeline:

  • Guest Artists (Independent Contractors): Payment will be issued within 30 days after the invoice has been signed by all parties. It may take 5-10 business days for payment to be received once it has been issued.

  • Hourly Hires (Workday): Almost all hourly hires will be paid on a bi-weekly basis. Exact details will be shared with confirmation emails.

  • Travel Reimbursements: Payment will be processed after travel is complete. Receipts must be turned in promptly. If receipts haven’t been turned in within 60 days, they will considered taxable income. Allow for sufficient processing time to avoid additional costs.

• Travel: Wiki Page

  • It is best practice to meet with the Guest Artist Liaison for any travel requests. It is required to meet with the Guest Artist Liaison for any international guests.

  • Airfare: May be direct-billed through Anthony Travel or purchased (by traveler) and reimbursed.

  • Hotels: Those near campus can almost always be direct-billed from a UT account.

  • AirBnB: Must be paid for out of pocket (of the traveler) and reimbursed post-trip.

  • Parking: Discounts are offered through TAD. Visit the Parking Requests wiki for more.

  • When planning travel, we encourage you to communicate with your guest artist and let them know the amount you may reimburse up to. Please reach out to the Guest Artist Liaison can help you identify appropriate language and reimbursement limits.