Talk / Event Request
The talk/event request process
General
This form is for talks, lectures and events only. Please do not
use this form for meetings.
The following procedures will ensure that talks are handled accurately and efficiently:
- The requestor is the sole and official coordination point
for the event. All questions, changes, etc will be directed to
this person.
- All information must be complete before work is initiated
on the event. Incomplete forms will be delayed or deleted from queue until complete information are submitted via the web form. Once complete information is received, the event project will go back into queue to be
processed in the order received. Requests are handled in priority order based on receipt
of complete information.
- Speakers with more than one talk will need to complete a
form for each talk.
Publicity
- A 3 week lead is ideal for proper publicity. A 2 week lead is the minimum lead time to be effective; support cannot be guaranteed for events with a notice of less than 48 business hours.
- Publicity requests can include:
- Posting on All Colloquia calendar
- Sign-up schedule (times to and from)
- Posters/flyers posted strategically around the departments
- Email announcements (sent when the talk is processed
and a reminder the day of the talk)
- The host may want to announce the event in a Faculty Forum lunch
- The department has a consistent email announcement format for ease of readability.
Financial
Catering, reimbursements and payments require account numbers and additional UT paperwork.
Catering
Catering paid for by UTCS with a UTCS account number must be requested via the talk/event web form. An appropriate account number must accompany all requests for
refreshments. Please note that food cannot be paid for out of a
20/startup account. Accounts that can support the purchase of
food are either 26, unrestricted gift accounts that have a 51
subaccount or 30 (discretionary) accounts.
If you are responsible for event catering with no UTCS account number, please contact O's Cafe directly to make arrangements. O's Cafe is the designated and sole caterer for the ACES building.
Other payments
UT requires that all payees complete a variety of forms for payment
depending upon the situation. Most forms need to be completed in
advance of the visitor's arrival so they can be ready for signature and required UT EID. Please email talkschedule@cs.utexas.edu for assistance.
Types of forms required
- PIF: Payee Information Form. This form sets a person's
information up in the UT accounting system so they can be paid;
therefore, it needs to be done only once per person. It requires
a clear copy of a picture ID, Social Security number and
signature. This form should be submitted well in advance of
the payment to ensure timely payments.
- APS: Authorization of Professional Services. This form
outlines the understanding of both parties and authorizes
specific payment for specific services. It requires personal
information, UT EID (from PIF), signature, related receipts
and completion of the independent contractor checklist. This
form must be routed through the Dean's office well in advance
of the visit, or a late APS letter must be initiated to the
Dean's office.
- RTA: Request for Travel Authorization. This form may be
used in most circumstances where no fee for service is paid,
but travel expenses are. This form requires related receipts.