University affiliates (affiliated workers) are individuals who have relationships with the university outside of traditional employment. They can be paid or unpaid, and generally may have university affiliate (affiliated worker) positions in addition to others positions at the university. They may be individuals who need access to university services such as laboratories or parking privileges, and in the past, received these accesses through 0% appointments or through the Official Visitor process. However, not all university affiliates (affiliated workers) require access to university services. All university affiliates (affiliated workers) with final-approved assignments in HRMS are eligible to obtain standard UT ID cards.
Individuals in classified or A&P positions cannot hold assignments with zero hours [0%] unless the incumbent also holds a faculty position. If individuals in classified or A&P positions need university accesses, they will need to be assigned to university affiliate (affiliated worker) positions.
"Affiliated workers" presentations by representatives from Human Resource Services, HRMS, ITS, the ID Center, the Office of the Vice President for Research, and Payroll Services are now available. Download these handouts.
What is University affiliate (affiliated worker)?
Affiliated workers are individuals who do work for the university outside of traditional employment.
Some University Affiliate positions are paid and others are unpaid. Some may have an affiliated worker position in addition to another position at the university. They may be individuals who need access to university services such as the ID center or parking privileges. Affiliated worker types and examples include:
When must a university affiliate (affiliated worker) position be created in HRMS?
A university affiliate (affiliated worker) designated as a Visiting Researcher/Scholar must be managed in HRMS, and many departments across campus are also required to manage Casual Employee positions. Other university affiliates (affiliated workers) must be created in HRMS only 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. A university affiliate (affiliated worker) position and associated assignments can be created for purposes of tracking workers, if a department wishes to do so.
How can an affiliated worker obtain a UT EID?
A UTEID is required to assign the worker to an affilliated worker position in HRMS.
Each person affiliated with the University must claim their UTEID, so ask the worker if they already have a UTEID before creating a new one.
If they need to obtain a UTEID, ask the worker to visit the UTEID Self Service Tools to claim one. It is recommeded that the worker create their UTEID using the Self Service tool to ensure accuracy.
How can an affiliated worker obtain a UT ID Card?
First, not all affiliated workers need a UT ID card, just those who will need one to use certain campus services. When creating the HRMS position, you will choose the type of ID Card appropriate for the position. The ID Center cannot issue the worker an ID card until the HRMS position assignment document is final approved. See the information listed below and the Privilege Code term in the HRMS glossary for further information.
What policies and procedures are needed for Visiting Scholar/Visting Researcher Positions?
For Visiting Researcher/Scholar Affiliated Worker positions, all assignment or modify documents will route to the Dean's Office for final approval. Incumbents assigned to Visiting Researcher/Scholar positions require background checks. Background check forms should be faxed to 512-475-6883; departments must allow up to three work days for completion.
To facilitate tracking, the HRMS assignment document ID should be referenced on all correspondence.
IMPORTANT! Read more important steps and procedures to follow when assigning persons to these positions at:
Please visit the Office of the Vice President for Research’s website to download the most recent forms each time you do a new assigment; to view the "general guidelines" ; as well as to view other helpful tips for the Visiting scholar/Researcher Program and processing nominations.
What is a 'Research Affiliate' and how is this different from a 'Visiting Scholar/Visiting Researcher' positions?
In July 2010, new affiliate researcher job codes become available for use in HRMS. These affilliate research positions are:.
These positions should be used for postdoctoral fellows/researchers and research fellows who are not paid through the university’s Payroll Services, and who are not Visiting Researchers/Scholars, but who do need access to university systems. These positions are designated as security sensitive, meaning background checks are required for incumbents assigned to them.
Note: Visiting Researcher/Visiting Scholar positions are approved through the Office of the Vice President for Research (see above) and require additional paperwork to be processed.
|HRMS (University Affiliate Group) Research Titles
|Title||Research Fellow/Sr. Research Fellow||Post-Doctoral Fellow||Visiting Researcher/Visiting Scholar|
|Position Duration||No minimum; maximum 2 years||No minimum; maximum 3 years||2 week minimum; 1 calendar year maximum (renewable)|
|Payment Information||Honorarium/Travel Reimbursement Allowed (APS/PBS/VE5 and VP5/VP2)||Honorarium/Travel Reimbursement Allowed (APS/PBS/VE5 and VP5/VP2)||No type of payment/reimbursement allowed|
|Intellectual Property/Export Controls Agreement Required||No||No||Yes|
|Background check required||Yes||Yes||Yes|
|Classification Guidelines||Invited by UT faculty/researcher to collaborate on UT project. Research is primarily for UT benefit||Invited by UT faculty/researcher to collaborate on UT project. Research is primarily for UT benefit||Visitor (typically) initiates contact for nomination process. Research primarily benefits visitor or visitor's home institution|
|Visitor Affiliation||Individual is based at another institution/private sector or in another country||Individual is based at another institution/private sector or in another country||Individual is based at another institution/private sector or in another country|
|Minimum Academic Level Required||PhD (received more than 3 years prior to assignment)||PhD (received within 3 years of assignment)||BS|
|Principal Investigator status||co-PI status available upon request to OSP||N/A||N/A|
June 2010 - HRMS Project Team posted an updated process for designating the correct UT ID card privileges. Please review the HRMS page for instructions related to ID cards and HRMS procedures. Read more ...
See Also: Information about cost/paying for ID card
Privilege codes available are:
*Note: By default, the campus wireless network (restricted.utexas.edu) is not accessible to University Affiliate (Affiliated Worker) positions 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 (Affiliated Worker) 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.
1. If you also select either UT ID Card (building access) or UT ID Card (standard), the cost of a UT ID Card will be billed to the incidental account designated in HRMS.
2. If you do not select either UT ID Card (building access) or UT ID Card (standard), the cost of a UT ID Card will NOT be billed to the incidental account designated in HRMS. The incumbent will be eligible to receive a UT ID Card at his or her expense.
· UT ID Card and high assurance UT EID only - If the incumbent will only need a UT ID card and high assurance UT EID (they don’t need additional services such as access to libraries, parking, or RecSports), only select either UT ID Card (building access) or UT ID Card (standard). The cost of the UT ID card will be billed to the incidental account designated in HRMS.
In order for the ID Center to issue a UT ID card to an affiliated worker, the person’s assignment in HRMS must be final approved. Here are some recommendations to help your incumbents receive UT ID cards in a timely manner.
For more information:
Learn more about Affiliated Worker Privileges codes
Useful forms: Authorization for Professional Services (APS) Form and Independent Contractor Checklist*. A Payee Information Form (PIF)* is also required to properly establish a vendor record for the payee.
Includes useful resources and services related to visas and immigration issues.
New! April 29th Memo from VP Research (PDF):
changes to HRMS document final approvals for Visiting Scholars