Minimum Processing Lead Times for Purchase, Travel, and GA Requests
These are the lead times to get your REQ, or GA form, to the finance office: If it must first route through your area head, please allow additional time for their review. If timelines and procedures are not followed, there is a risk of UT being unable to pay your guest artist or vendor. Please do not ask vendors (incl guest artists) to begin work/service: Only an official UT Purchase Order (PO) document, or fully-approved Workday Job Assignment, can authorize service to begin, or goods to ship. (Note, the REQ system will email you that your REQ has been “finalized” once our office begins the creation of the PO; however, that does not mean the PO has been final-approved by UT yet.) The TAD finance office will communicate the PO or Job approval to the vendor. Faculty and Staff are not authorized to obligate UT.
For detailed guidance on each topic below, see: • Guest Artists & Hourly Hires • Travel • Purchase Request and/or Reimbursement • Official Occasion • Scholarships •
Table is sorted by Days Advance Notice. You may click column header to sort by Category:
Advance Notice Required | Category | Sub-Category | Description |
|---|---|---|---|
6 months | Guest Artists | Visa Sponsorship(s) for International Guests/Companies | Visa sponsorships require at least 6 months of advance notice. Please note this can be costly, over $5,000. |
TBD (1 to 6 months) | Guest Artists | International Guests/Companies | For any requests for international guests: Schedule a meeting with the Guest Artist Liaison as soon as possible. International guests could require extended application times. |
5 weeks | Travel | 5 weeks before departure. Texas Global must approve your travel in advance and needs time to review. | |
1 month | Scholarships | It can take up to several weeks for a student to receive a scholarship into their bank account, so if the student must have funds in hand by a certain date, it is recommended to submit the form a month ahead of that date. | |
1 month | Guest Artists | UT Students/Faculty/Staff | 30 calendar days before the first day of service. The Business Process for Students/Faculty/Staff has transitioned to Workday. |
1 month | Guest Artists | Out of Town Guests | 30 calendar days before the first day of service. Out of Town Guests does not refer to international guests. |
1 month | Entertainment / Official Occasions (OOEF) | Larger (incl any needing Catering) | For larger events needing catering, submit OOEF 1 month before by email to Conner Gilbert. |
15 business days (3 weeks) | Guest Artists | Local Guests | 3 weeks before the first day of service. Local guests are non-international guests who do not require travel support. |
1 month | Purchases | Hardware and Software | Allow at least one month for purchase approval by COFA IT, and in some cases ISO. Technology-related purchases cannot be reimbursed. The purchase must be made via a PO or department procard. |
10 business days | Purchases | Materials and Services, excluding Technology-Related Items | Allow at least 2 weeks for PO to be issued to vendor (or procard order to be placed) after an approved REQ is routed to our Finance Office, via your area head when needed. Reimbursement of materials purchases is an exception to the standard policy, and could possibly be denied by accounting. |
10 business days | Travel | Domestic and non-restricted foreign | 10 business days before departure. Must route REQ to your area head for approval, who will then route to Conner Gilbert. |
5 business days | Entertainment / Official Occasions (OOEF) | Smaller (for reimbursement) | We recommend obtaining pre-approval to ensure intended account(s) allow for entertainment. Email your OOEF to Conner Gilbert at least 1 week before the event. |
2 business days | Guest Artists | Parking | Parking for guest artists can be provided in the form of QR Codes (Chaser Tickets), and in unique situations, an FDP pass. QR codes are valued at $12 per ticket (as of 7/28/2025). |
Assign all Travel REQs to your Area Head. For Purchases on Area funds, also assign to your Area Head. For purchases on your own R&T, you may assign directly to the TAD Finance Office. Tip: Choose “Add to Profile” while assigning an REQ, to add the group/EID to your dropdown for easy future re-use.
Acting area head (Davis): cd33632 (EID)
Dance area heads (Gionfriddo & Cox): 00327 (Group)
DTYC area heads (Simons & Dawson): 00298 (Group)
LDP area heads (Habeck & Barreto): 00296 (Group)
PPP area head (Rossen): 00297 (Group)
PWD area head (Lynn): lynnke (EID)
TAD Finance Office: 00259 (Group)