Visiting Artists

This section provides instructions for paying individual visiting artists who are U.S. citizens or U.S. permanent residents, the agencies of visiting artists or payments to another financial entity representing visiting guest artists (if a group has their own tax identity, for example).

If your guest is an international visiting artist that is not a U.S. citizen or U.S. permanent resident, please see instructions at the bottom of this webpage.

Please submit all requests at least 30 days prior to the start of their engagement.

Please note the following updated procedures:

1. You will not be required to collect a PIF (vendor form) or an ID. Nor will you be required to ask for an individual’s social security number. Once you submit the form, we will first confirm if they are already in our vendor system. If they are not, they will be sent a vendor form through DocuSign.
2. Vendors will now be given the option to have their payments paid through direct deposit. If they so choose and they do not yet have direct deposit setup, we will send them a direct deposit setup form through DocuSign.
3. You will not be required to collect a signed invoice. All vendors will be sent an invoice through DocuSign after services are rendered.
4. Vendors can expect to receive payment within 30 days of signing their invoice through DocuSign.

Submit a visiting artist payment request form

For any further questions, please email Heather Lewis at: heather.lewis@austin.utexas.edu

Paying International Visiting Artists

This section provides instructions for paying international visiting artists who are not U.S. citizens or U.S. permanent residents.

Honorarium payments and travel arrangements for international visiting artists require additional levels of approval. In order to ensure approval for your guest to visit in-person or remotely, please submit your payment request at the earliest ability (45-60 days before their date of service is advised).

Please keep in mind that guests cannot be guaranteed payment or travel authorization until all University approvals are in place. This can sometimes take 6-8 weeks, depending on the types of approval needed.

Please note the following updated procedures:

1. You will not be required to collect a PIF (vendor form) or an ID. Nor will you be required to ask for an individual’s social security number. Once you submit the form, we will first confirm if they are already in our vendor system. If they are not, they will be sent a vendor form through DocuSign.
2. You will not be required to collect a signed invoice. All vendors will be sent an invoice through DocuSign after services are rendered.
3. Vendors can expect to receive payment within 30 days of signing their invoice through DocuSign.
4. International visiting artists will be sent a wire transfer form to complete for payment processing.

Of primary importance in requesting travel or for honorarium payments for international guest artists is confirming their U.S. employment authorization. The payment request form asks about this authorization.

Each individual visiting artist will have different employment authorizations for various reasons. This may be a Tourist visa with a business authorization, or special student visa authorization, etc. Please begin by asking your guests about this authorization. Even if they will only be presenting remotely through zoom, we are still required to receive permission and documentation.

You can read more information below on a method of travel authorization that some visitors may be eligible for, if they do not have other U.S. travel/employment authorizations.

Submit an international visiting artist payment request form

Information on B-1 visas and waivers

Below is more information on a method of travel authorization that some visitors may be eligible for a B-1 visa or WB visa waiver if they do not have other U.S. travel/employment authorizations.

Traveling under a B-1nonimmigrant visa or WB visa waiver allows the University to pay your guest an honorarium and reimburse expenses for travel, meals, lodging, and other basic services incidental to lecturing, guest teaching, presenting a speech or other academic event participation. However, the honorarium or expense reimbursement cannot be paid if they have accepted similar honoraria or expense reimbursement more than five times in the last six months or will remain at The University of Texas at Austin for more than nine days. Please note that not all guests may qualify for a B-1 visa or waiver.

If your guest would like to use a B-1 visa or waiver to travel and provide guest services and they do not have any other U.S. employment authorization, please contact Andrea Melendez for further instructions as soon as possible at: amelendez@austin.utexas.edu

 

For any further questions, please email Andrea Melendez at: amelendez@austin.utexas.edu