University Affiliate Types

Click a link to learn about each University Affiliate type. For assistance with HRMS functionality, contact HRMS Support.


 

Title

Description

Examples

Whom to contact about policy?
Additional Departmental Affiliation Employees of the university who are invited to officially be affiliated—in an unpaid capacity—with a department, school, or college. HRMS Support

Adjunct/Clinical Affiliate

These professionals may volunteer for the university and may need access to our systems and services.

Preceptors, social work liaisons

HRMS Support

Casual Employee

Based on the individual's relationship with the university and the degree of control the university has over the individual’s work, a casual employee is considered to be an employee. Casual employee payments are only for short-term or sporadic services. For continuing services, an assignment should be set up through HRMS as an employee. To determine if a person should be treated as a casual employee, ask the following questions:

  • Has this individual worked for the university within the past 12 months?
  • Is the individual an invited guest lecturer who has worked as such more than four times in the past year?
  • Is the individual teaching a course for which students will receive credit toward a university degree?
  • Has the individual provided the same or similar services as an ongoing business to other unrelated entities in the last 12 months, and has the university had some control over the materials used?
  • Will the individual perform research under the supervision of a university professor or employee?
  • Will the department provide specific instructions regarding performance of the required work rather than relying on the individual's expertise?
  • Can the university set the number of hours and/or days of the week that the individual works as opposed to allowing the individual to set their own work schedule?

If you answered YES to any of these questions, you should treat this individual as a casual employee.

Camp counselors, certain event workers at the Performing Arts Center or Erwin Center, such as stagehands and ushers.

HRS Service Center or 512-471-HRSC

Employee of a Contractor

Employees of contractors engaged in various types of repair or construction work who may need access to systems and/or services. These individuals are paid directly by the contractor.

Service providers such as elevator repairmen, equipment installers, Aramark food services personnel, hotel workers, construction workers

HRMS Support

Employee of a Governmental Agency

As a state institution of higher education, UT often has visitors from federal agencies, Texas state agencies, auditors (federal and state), and visitors from branches of the military. These individuals are paid directly by the contractor, and may be either for-profit or not-for-profit.

Auditors, military recruiters, federal armed forces personnel, NASA employees, TX Family and Protective Services personnel

HRMS Support

Employee of UT-Affiliated Organization

Individuals who work for organizations that are tightly aligned with the university.

Texas Exes or other student organizations, workers at campus organizations such as the LBJ library, Ruffalo Cody, Campus Computer Store, or Central Receiving

HRMS Support
Independent Contractor

Often thought of as vendors, these individuals are not employees, are not supervised by the university, and do not have appointments. They conduct business with the general public, have other clients, and pay their own employment taxes. To determine if a person should be treated as an “independent contractor,” ask the following questions:

  • Is the individual an invited guest lecturer who has worked as such less than four times in the past year?
  • Has the individual provided the same or similar service as an ongoing business to other unrelated entities in the last 12 months, and does the university have no control over the materials they use?
  • Will the individual serve in an advisory or consulting capacity with a university professor or employee?
  • Will the department rely on the individual's expertise instead of providing guidance on the required work?
  • Can the individual set the number of hours and/or days of the week they will work?

If you answered YES to any of these questions, you should treat this individual as an independent contractor.

Professional facilitators, contract trainers

Office of Accounting or 471-7820

Other University Affiliate

To be used for any individual who does not fit into any other category and needs access to university systems and/or services.

HRMS Support
Research Affiliate - Postdoctoral Recent Ph.D. graduates (within three years) who are self-funded or independently funded by a third-party source such as a grant or other institution. Postdoctoral Fellows are typically recruited by a member of the university's faculty or research body to further the university's research endeavors.   Office of the VP for Research or 512-471-2877
Research Affiliate - Research Fellow Research Fellows have at least three years of research experience (post-Ph.D.), and plan to return to their home institutions after brief collaborations at the university. They are self-funded or independently funded by a third-party source such as a grant or other institution. Research Fellows are typically recruited by a member of the university faculty or research body to further university research endeavors. Research Fellows may request co-Principal Investigator status from the Office of Sponsored Projects.   Office of the VP for Research or 512-471-2877
Research Affiliate - Sr Research Fellow Senior Research Fellows have established research careers at other institutions, to which they plan to return after brief collaboration at the university. They are self-funded or independently funded by a third-party source such as a grant or other institution. Senior Research Fellows are typically recruited by a member of the university's faculty or research body to further university research endeavors. Senior Research Fellows may request co-Principal Investigator status from the Office of Sponsored Projects.   Office of the VP for Research or 512-471-2877

Volunteer

Individuals who perform services without financial compensation and need access to some systems or services.

Museum docents, guides, unpaid student interns

HRMS Support

Visiting Researcher/Scholar

Visitors from corporations or academic institutions who are self-funded or independently funded by a third-party source such as a grant or other institution. Visitors typically initiate request for nomination and collaborate on research that may benefit their own research endeavors in addition to furthering the University’s mission.

Visiting researchers, scholars, and scientists

Office of the VP for Research

Visiting Student

Students who assist researchers, are not a UT Austin student, and either have not completed a bachelor's degree or are in residence at the university for less than two weeks (i.e., do not qualify for the Visiting Research/Scholar title).

Students who assist with lab research

HRMS Support