Introduction to University Affiliate Positions
University affiliates are individuals who have relationships with The University of Texas at Austin outside of traditional employment. The incumbent can be paid or unpaid, and may have a university affiliate assignment in addition to other assignments at the university. They may be individuals who need access to university services, such as laboratories or parking privileges, and prior to HRMS, received these accesses through 0% appointments or through Official Visitor letters. Not all university affiliates require access to university services; designating the most appropriate level of privileges determines eligibility and access to services for all incumbents assigned to a position.
Individuals cannot be assigned zero hours [0%] to Classified or Administrative and Professional positions unless they also hold assignments to Faculty positions.
When is a university affiliate assignment required in HRMS?
An assignment in HRMS is required for the following types of university affiliate positions:
- Research Affiliate - Sr Research Fellow
- Research Affiliate - Research Fellow
- Research Affiliate - Postdoctoral
- Visiting Researcher/Scholar
- Casual Employee*
*Most departments are required to manage casual employees in HRMS.
For all other university affiliates, if the individual requires services or accesses that would have been granted through the creation of a 0% appointment in *DEFINE or through an Official Visitor Letter prior to the implementation of HRMS (Phase 2), the individual must have an assignment in HRMS. A university affiliate position and associated assignments can be created for the purpose of tracking workers, if a department chooses to do so.
University affiliate types and examples
For detailed information on university affiliate types, view the University Affiliate Types page. Follow this link to view assignment requirements for university affiliates.
University affiliate positions can be pooled or non-pooled. Pooled positions allow multiple simultaneous assignments of incumbents to a single position.
Account for Incidental Expenses
This account number is required on all university affiliate positions. Incidental expenses include, but are not limited to, background checks and University ID cards.
Privilege refers to entitlements extended to incumbents assigned to university affiliate positions. Privileges are not required and should be determined based on the role of the position. Privileges are designated when the position is created, and all incumbents assigned to the position inherit the privileges. Types of privileges include:
- Treat Like an Employee (0% appointment)* – This is the highest privilege level and conveys the same accesses and services offered to paid employees; including eligibility for a University ID card.
- Official Visitor* – This applies to individuals who have short-term affiliations with a university agency or program and are sponsored by a department. The privilege provides access to many campus services.
- University ID Card (building access) – This card includes a built-in reader element that allows access to restricted-entry buildings on campus. Select this privilege if the incumbent(s) only needs building access.The incidental account will incur a charge for this card.
- Public Network Access* - This privilege allows incumbents assigned to positions with access to the campus wireless network (restricted.utexas.edu). Select this privilege if incumbents assigned to positions only need access to the public network.
* Note: By default, the campus wireless network (restricted.utexas.edu) is not accessible to a University Affiliate position unless the position’s privileges include Treat Like an Employee (0% appointment), Official Visitor, or Public Network Access. By selecting one or more of these privileges, the department is sponsoring network privileges for incumbents assigned to the University Affiliate position and takes responsibility for the incumbent’s actions on the network. This entitlement extends the same wireless access and bandwidth allocation as a full time benefits earning staff member (at cost to the university). Departments should only grant this access for uses consistent with the university's mission. Minors may not be granted access to the public network unless the sponsoring department maintains a written networking Release and Indemnification (.docx) form on file.
- General HRMS Document Questions: HRMS Support
- Casual Employees: Email Human Resource Service Center or 512-471-HRSC.
- Independent Contractors: Email Office of Accounting or 512-471-7820.
- Visiting Researchers/Scholars: Email Office of the Vice President for Research or 512-471-2877.
- Research Affiliates - Postdoctoral; Research Fellow; Sr. Research Fellow: Email Office of the Vice President for Research or 512-471-2877.
- International Visitors: Email International Office.
- Training: HRMS Training Resources website
- Basic information about University ID cards can be found on the ITS ID Center website.
- UT EID Self-Service Tools