Management Contacts
Department Chair
DR. Pablo laguna PABLO.LAGUNA@AUSTIN.UTEXAS.EDU PMA 5.206 512-471-4488
Assistant Director for Administrative Services
VirGinia Hoskins voviedo@austin.utexas.edu PMA 5.216 512-475-7784
Graduate Advisor
professor john keto keto@physics.utexas.edu PMA 10.315 512-471-5059
Undergraduate Advisor
Professor Greg Sitz gositz@physics.utexas.edu PMA 10.313 512-471-0701
Special Service to the Department:
Minority Bridge Liason
Sonia Paban
Physics Library Liason
Christina Markert
Administrative, Student, HR, and Financial Contacts
Administrative Contacts by Unit
- Department of Physics, Center for Nonlinear Dynamics (CNLD), Center for Particles & Fields (CPF), and Center for Gravitational Physics (CTGP): Maria Tway
- Center for Complex Quantum Systems (CQS): Jane Ann Parker
- Center for High Energy Density Science (CHEDS): Kelley Shrock
- Institute for Fusion Studies (IFS): Teresa A. Garza
- Weinberg Theory Group: AJ Bunyard
- Front Office: Eric Hayes Patkowski
- Receipt and distribution of packages and mail, website updates, Kodosky & Chair conference room reservations
- Notary services
- Record Retention Specialist and Docusign DUC
Building Manager
- Email: john.estes@austin.utexas.edu
Executive Assistant
- Email: Maria Tway
- Administrative support to the Assistant Director, Department Chair, and Directors of CTGP, CPF, and CNLD
- Event coordinator for public relation & outreach, conferences, colloquiums, workshops, seminars, departmental events and other. Includes all logistics, reimbursements, OOEF and budget & expense tracking
- Record and disseminate minutes for departmental and committee meetings
Finance & Accounting
Accounting
- Email: Dale Campbell
- Cash deposits (VC1), FedEx/Airgas/Matheson/Landauer payments (VP2)
- H1B1 Visa Fees
- Payee Information Form (PIF)
Finance
- Email: finance@physics.utexas.edu
- Fund transfers (VTA), Workday Costing Allocation, Account Requests (New or changes to existing), Document Corrections
- Monthly reporting – ad hoc, transactional, and personnel
- Official Occasion Expense Form: all requests must route for signature by Physics Assistant Director
- Service Centers: machine shop and cryo shop rate proposals
- Signature Desk and Electronic Office Management Requests/Updates
Purchasing
- Physics Purchasing Request Form – used to request PO, UT Market, or Web Orders
- Assistance with Exclusive Acquisition Justification for purchases above $15K, manufacturer maintenance & repair, software maintenance, or if using purchasing using federal funds
- Establish Vendor Identification Set-up (VID)
- ProCards – related policies found here
Travel
- Email: travel@physics.utexas.edu
- Travel Authorization Form – used to request travel authorization (RTA). Must be requested at minimum, two weeks prior to travel
- Travel Reimbursement Form – used to process reimbursement for travel
- Physics Domestic Covid Travel Request Form – required prior to requesting an RTA.
- International travel – refer to Texas Global requirements prior to requesting an RTA
- Corrections (VT6) – process correction for travel charges
Grants & Contracts Specialist
- Email: Mercy Avellan
- Development, preparation, create budgets & justifications, verify compliance, and submission of research proposals to federal, state, local, foundation, or industry sponsoring agencies and organizations
- Liaise with the Office of Sponsored Projects, sponsors, and CNS Research & Facilities Office
- Assist with effort certification, no-cost extensions, credit requests,
- Prepare progress, performance, or ad hoc reports as requested by sponsor or PIs
- Use of the following systems: Research Management System (RMS), eRA Commons, FastLane, ORCID, NIH Commons, Cayuse, SciENcv, etc
Human Resources
- Email: hr@physics.utexas.edu
- Recruiting, hiring, and reclassifications
- Payroll, insurance, and timesheets
- Faculty HR matters
- Visa Processing and Renewals
- Visitor/Affiliate Assignments
Faculty Affairs
- Email: Virginia Oviedo
- Faculty recruitment, reviews, leaves, merit, and human resources
PMA Project Specialist
- Email: costello@physics.utexas.edu
- Lab Supply Group Supervisor
- Scientific equipment setup
- Training for teaching labs
- Inventory, surplus, office & laboratory moves, and telephone services
- Electronic and mechanical lock access
- Space coordinator
Students
Undergraduate Program
- Email: ugaffairs@physics.utexas.edu
- Prospective Undergraduate Student information found here
- Current Undergraduate Students information found here
- Learning Assistants (LAs) Program
- Assist with registration, course scheduling, waitlists, general undergraduate student questions
- Student employment, onboarding, & payroll: onboarding@physics.utexas.edu
Graduate Program
- Prospective Graduate Students
- Email: admissions@physics.utexas.edu
- Physics admissions information found here
- Admissions FAQs
- Onboarding (admitted Graduate Students)
- Email: onboarding@physics.utexas.edu
- Assistance with I-9s, background checks, F-1 Renewals/Issues, tuition bills and waivers
- New Graduate Student Orientation and Events
- Current Graduate Students
- Email: graduate@physics.utexas.edu
- In guidance from the Graduate Advisor, provide assistance with: advising, registration, fellowships/awards, Teaching Assistant and Assistant Instructor assignments, Graduate School petitions, final defense, graduation process
- Current Physics Graduate information found here
- Graduate Community
Business Forms, Policies & Procedures
Travel
- University-sanctioned travel for business or study has been extended through 12/31/2020.
- Familiarize yourself with Covid Travel Guidelines including domestic and international travel requirements that must be completed PRIOR to traveling.
- Physics Domestic Covid Travel Request Form: fill out and obtain approval PRIOR to submitting a Travel Authorization Request (RTA)
- International travel – refer to Texas Global requirements prior to requesting an RTA
- Travel Authorization Form: use this form to request an RTA. At minimum, submit a request two weeks prior to traveling. Ensure you’ve met all steps and forms required by Texas Global. Physics administrative staff are not responsible for completing required procedures on a traveler’s behalf
- Travel Reimbursement Request Form: fill out this form to submit receipts for travel reimbursement
- Faculty Travel Grants
- The Graduate School offers a Faculty Travel Grant. Eligible faculty will be guaranteed up to $1,200 per academic year for travel expenses to present original papers at scholarly and professional meetings. This includes reimbursement for all allowable travel related expenses (such as lodging, meals, transportation and registration, which are non-taxable reimbursements), and can also be used to cover extra childcare expenses incurred because of the travel (a taxable reimbursement). An approved RTA must be on file prior to making the travel. Funds may be used for foreign or domestic travel. For more information, please visit the Faculty Travel Program
Purchasing
- As stewards of University funds, we are all expected to comply with purchasing guidelines as described in the University's Handbook of Business Procedures
- Physics Purchasing Request Form: fill out this form for UT Market, Web Order, or Purchasing Orders
- Assistance with Exclusive Acquisition Justification for purchases above $15K, manufacturer maintenance & repair, software maintenance, or if using purchasing using federal funds
- Establish Vendor Identification Set-up (VID)
- ProCards – related policies found here
CNS Business Affairs Procedures
- Budget & Accounting - Requests for accounts (new and updates), service centers, TxShop, reconcilliation
- Business Contracts - co-sponsorship
- Document Approval - Procurement, travel, and payments
- CNS Official Ocassions and Entertainment Policy
UT Austin Policies & Procedures
- Handbook of Business Procedures (The HBP contains fiscal policies and procedures and is designed to provide information and guidance to departments regarding the appropriate handling of financial matters.)
- Handbook of Operatiing Procedures (HOP contains University Policies designed to communicate institutional rules for operation, organization, and programming of the university, including policy relating to students.)
UT Austin Resources, Forms, & Training
- Financial Reporting Applications (includes financial and payroll reports)
- Training Resources
- Forms
- Administrative Applications (Includes a list of the administrative applications and tools supported by the Office of the SVP-CFO.
Payee Information Form (PIF)
Payee Information Form – utilize the DocuSign powerform to securely submit the PIF form
Faculty - Policies, Procedures & Forms
CNS Faculty Affairs - Administrative Policies, Forms, and Information
Includes Faculty Recruitment, Reviews, Leaves, Human Resources, Administrative Policies, and Departmental Governance
The Faculty Council is the governing reprsentative body of the faculty at The University of Texas at Austin.
Strategic Research Initiatives
The Strategic Research Initiatives page contains information on research policies, funding, proposal development, etc.