Additional Dept. Lists

Additional department email distribution lists.  Only UT emails will be approved for all list subscriptions. If you need an email list created, send an email to PhysicsABS@physics.utexas.edu and one will be created for you. 

• Faculty (T/TT) – includes tenured and tenure-track faculty members
• Faculty (adjunct) – includes adjunct faculty members
• Faculty (instructional) – includes instructional faculty members
• Faculty (research professors) – includes research professor faculty members
• Faculty (emeritus/retired) – includes emeritus and retired faculty members
• Physics Friends – includes alumni and affiliated faculty
• Advisory Council – includes members of the department Advisory Council
• Learning Assistants – list includes current department learning assistants

Email Policy

Department of Physics Policy

Physics communicates with its department members (faculty, staff, students, research staff) using your official university email address in accordance to the email policies set forth by the Provost Office and UT’s Information Technology Services department.  Non-UT emails will be removed from department email distribution lists and you must update your Workday profile with your UT email. 

Visit this site to claim your UTmail.  To update your official address, visit UT Direct.

Policy References:

• Provost Office – University Email Policy
• Information Technology Services –  University Electronic Mail Student Notification Policy

Payment Processing

Payment Processing

• Email Dale Campbell your receipt/invoice and account to be charged. If you are a student or employee of a faculty member, the qualifying faculty member should provide their approval for the reimbursement or otherwise acknowledge the charges.
• Processing documents: travel (VP5), gift/cash deposits (VC1s), reimbursements (VPE), corrections (VT6), PBU, VP1s, VP2, and VP7s
• H1B1 Visa Fees
• Payee Information Form (PIF)

Travel

Travel Team

• Primary: Dale Campbell – Accountant I.  Primary contact for processing travel requests and reimbursements

• Back-up: Gloria Martinez

• Send all travel questions or requests for assistance to: travel@physics.utexas.edu
  • Group email is monitored by the Travel Team to ensure coverage, do not email staff individually

General Information

• Refer to Texas Global on travel restrictions on sanctioned travel.
• Familiarize yourself with Covid Travel Guidelines including domestic and international travel requirements that must be completed PRIOR to traveling.
• Physics administrative staff are not responsible for completing required procedures on a traveler’s behalf when pre-approval is required.
• State accounts and state-funded 18- and 26-accounts are limited by the U.S. General Services Administration federal per diem tables.  Rates are updated each Oct. 1^st. 

Travel Request and Reimbursement Systems

• Travel Authorization Request System: used to request travel authorization (RTA). Must be requested at minimum, two weeks prior to travel. Select, "Travel Authorization Request" from Expense Request Menu. Ensure you’ve met all steps and forms required by Texas Global.
  • Procedures to use Travel Authorization Request System: (link)
• Travel Reimbursement Request System: after you return from your trip, utilize this system to upload your receipts and initiate reimbursement for travel.  Select "Travel Reimbursement Request" from Expense Request Menu
  • Procedures to use Travel Reimbursement System: (link)
• Paper and email RTA requests will not be processed, utilize the travel request system.

Are you traveling within Texas?

• Prior to traveling, if you are staying in a hotel and/or renting a car, you are required to fill out the following forms:
  • Texas Hotel Occupancy Tax Exemption Certificate
  • Motor Vehicle Rental Tax Exemption Certificate
  • You will provide the signed forms to the hotel and/or rental company. Contact, travel@physics.utexas.edu for an authorized signer of each form
• You will not be reimbursed if you are charged taxes within the state of Texas. unless you use these forms when checking in/picking up your rental
• Reimbursements for travel to a Texas city for any county not listed in the federal rate tables are limited to actual expenses

Are you traveling within the United States?

• Effective 6/24/21: Domestic travel no longer requires Dean approval
• All air travel and rental cars must be booked through UT Contracted travel agencies or Concur.
• A rental car is recommended for use with business-related travel. If you drive a personal vehicle, the vehicle owner - NOT THE UNIVERSITY – is liable for any injury or damage to your person, car, and any injury or damage to other vehicles, property, or persons outside your vehicle which may occur as a result of an accident.
• For rental car options which include the insurance coverages: https://travel.utexas.edu/travelplanning/rentalcars
• The university will not provide reimbursement without an exception from your Dean/VP for travel booked outside of the university’s contracted rental car and travel agencies or UT Concur.
• Email and paper requests for an RTA will not be processed.

Are you traveling Internationally?

• Email and paper requests for an RTA will not be processed.

• Requires approval by the Chair, CNS Associate Dean for Research & Facilities, and International Oversight Committee (IOC)
• Follow the steps outlined byTX Global
• Email the completed forms to travel@physics.utexas.edu.  The Travel Team will route the forms for signatures by the Chair, CNS Associate Dean for Research & Facilities
  • If forms are approved, you (travel requestor) are responsible for submitting to IOC at grs@austin.utexas.edu

  • IOC requires forms to be submitted ONE month prior to travel.  Refer to this link.

• If IOC approves, provide documentation of the approval and upload along with signed forms as supporting documentation with submitting your RTA request using the Travel Authorization Request system.
• Follow remaining steps outlined on the TX Global website:https://global.utexas.edu/risk/travel/faculty-staff

• The university will not provide reimbursement without an exception from your Dean/VP for travel booked outside of the university’s contracted rental car and travel agencies or UT Concur.

• Taking or shipping technology on your international trip?
  • An Export Control form is required.
    • Export Control is defining technology as the following: laptops, cell phones, hard drives, USB drives, etc.  Includes items purchased with university funds, sponsored/grants, and your personally purchased technology items.
  • Traveler must complete an Export Control form and email the completed form directly to: David Ivey – Export Control Officer at ivey@austin.utexas.edu. 
    • Once you (traveler) receives approval from David Ivey, email the original form and approved email notification to the Physics Travel team at travel@physics.utexas.edu for inclusion with your RTA documentation.
    • Administrative staff are not responsible for completing/submitting the Export Control form on a traveler’s behalf.
  • Policy references: UT Information Security Officer’s International Travel Guidelines and OSP’s Export Control Information
  • Questions? Email David Ivey directly for clarification any issues/questions.

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

Hiring

Requesting a hire?

• Provide the following information:
• Account to fund the position, proposed job profile (title), salary range (min and max), and summary of job responsibilities
• Onboarding: Collaborative process with HR, Executive Assistant, Center Admin, and supervisor.

New Hire Tasks to Complete – Day 1

• Set up Duo – UT requires Duo authentication to access our systems and applications. Visit Duo Set Up, login with your UT EID and password to begin.
• Upgrade your EID Upgrade and obtain your UT ID Card –instructions to upgrade your EID and obtain your physical UT employee ID care are available on the ID Center’s service page.
• Log in toWorkdayusing your UT EID and password. Click on the welcome message or go to the upper right corner of the page and click on your inbox.  Here you can:
  • Update your personal information
  • Complete required new-hire forms.
  • Complete Section 1 of Form I-9 Authorization to Work – no later than first day of work. You will need provide original documents from this List of Acceptable Documents.
• Attend PN 1000 – New Employee Welcome & Orientation (NEWO) – NEWO is hosted by UT Human Resources (HR) and provides you a comprehensive introduction to employment and benefits. Go to UTLearn using your UT EID and password.

New Hire Tasks to Complete – Week 1

• All employees are required to complete the following training modules within their first week:
  • Intro to the Compliance & Ethics Program
  • Equal Employment Opportunity (EEO)
  • Information Security Awareness
  • Title IX Basics (sign up for a class within the first week)
• Go to UTLearn to access these training modules

Information for New Hires

• Timesheets – employees are required to complete timesheets in Workday. Instructions on completing timesheets can be found here.  
• UT Email Policy – all UT Austin students and employees are required to use a UT email address as their primary work email. Please follow these instructions to claim and login to your UT Email.

Separation

Separation

• As soon as you are aware of a separation, send an email to hr@physics.utexas.edu
• Physics HR will facilitate collaboration with the supervisor, Executive Assistant, person separating, and Center Admin.

Visitors

Visiting Researchers and Scholars

Designed as Research Affiliates and collaborate with faculty and research scientists.  Research Affiliates can be granted privileges that allow them access to University of Texas at Austin libraries, buildings, offices, and/or labs during their collaboration.  If you have invited a visiting researcher, the HR Team will work with you establish their assignment in Workday. 

To get this process started: 

• Email hr@physutexas.edu with their name, dates of visit and a brief description of research collaboration
• Have the visitor complete the Visiting Researcher Scholar Form
• Submit requests, at minimum, three weeks in advance to provide sufficient processing time
  • If your visitor is international and requires a visa, you must provide two-months advance notice. HR team is not responsible for delays with governmental offices in processing visas.

Resources: 

Additional information on Visiting Researcher/Scholars can be found on the VPR website.  

Guest Speakers, Symposium Guests, or Short-Term Visitors

Guests who do not need access to libraries, research labs or other privileges do not need an assignment in Workday.  HR does not need to be notified of these visitors.   

If the guest will be paid an honorarium, refer to the Travel Policies and contact the Physics Travel Team at travel@physics.utexas.edu for assistance.

Visas

Visa holders should give the HR Team at least 120 days’ notice before expiration of a Visa.  Failure to adhere to this timeline may result in the inability of Visa holders to work if the new or renewed Visa is not received prior to the original Visa’s expiration date. 

Please be advised that initiation of Visa requests is the responsibility of the individual named on the Visa, not that of the individual’s supervisor or the department.

Pre-award

Pre-award

• Proposal development support includes collaboration between the C&G team with PI to:
  • create detailed budgets & budget justifications;
  • draft, format and copy/edit proposal documents;
  • review proposals for compliance with sponsor, federal, state, local and university guidelines and regulations;
  • create electronic proposal review form;
  • upload proposal application packages to online sponsor interfaces; as well as ensure accurate and timely submission

• The C&G team will assist with the following pre-award activities:
  • Request PI status with OSP
  • Provide guidance for corrections when proposals do not meet criteria
  • Identify and email timelines to PIs
  • Liaise with the Office of Sponsored Projects and other research support offices on campus

• Principal Investigators are responsible for the following pre-award activities:
  • If your center has a dedicated admin, the center admin will provide the C&G team the following information when requested: CVs, Biosketches, Current and Pending Listings, Publications
    • If your center does not have a dedicated admin, the PI is responsible for providing the information.
  • PIs are responsible for ensuring their Current and Pending documents are accurate and complies with sponsor specific formats and requirements
    
  • PIs are responsible for ensuring to meet deadline & information requests
  • PIs are responsible for submitting their Financial Conflict of Interest and UT System’s Outside Activity portal in accordance to applicable handbook of operating procedures 5-2011 and 7-1210.
  • PIs are responsible for identifying direct costs, describing duties of personnel, writing Statements of Work, and identifying deliverables
    • Examples of direct costs include effort, travel, M&O, equipment and fabrication, tuition
  • Direct Cost Considerations
    • Computer/laptops must be essential, justified, and allocated proportionally to its use on the project
    • General office supplies are unallowable
    • Fabrication line items must meet institutional and federal requirements

Post-award

Post-award

• C&G team and PI will collaborate on the following closeout activities:
  • Verify expenditures are correct prior to expiration of award
  • Ensure equipment fabrication assets are completed and tagged

• The C&G team will assist with the following post-award activities:
  • PI updates/changes
  • Assist with PI/Award transfers
  • Budget transfers to clear overdrafts
  • Process corrections to remove incorrect or unallowable charges
  • Credit requests, No-cost extension requests
  • Address various sponsor requests for information and assistance

• Principal Investigators are responsible for the following post-award activities:
  • Completing Salary Compensation Reports
  • Technical progress/performance/ close-out reports required by Sponsor

Reporting

Reporting Team

• Primary contact: Christopher Carpenter – Sr. Financial Analyst

• Back-up: Virginia Hoskins – Assistant Director

• Send all questions or requests for assistance to: financials@physics.utexas.edu
  • Group email is monitored by the Reporting Team to ensure coverage, do not email staff individually 

Reporting team will assist with the following activities for grant and non-grant accounts:

• Processing salary updates or corrections in Workday (salary/cost allocations)
• Assistance with budget projections assistance, grant close-out reporting, and spend plan reports
• Ad-hoc reporting
• Semesterly graduate student assignments (Fall, Spring, Summer), faculty summer non-teaching assignments; and research staff assignments
• Process corrections to expenses including corrections to salaries for Salary Compensation Reports
• Audit & expense compliance verification