When should I submit my request, and what is the expected processing time by the BSC?
The 'When to Submit Request' timeline includes 48 hours for the BSC to assign the ticket, 5 business days for the BSC to take action and move it to the approval phase, and an estimated 10 business days for external approvals.
The timeline for 'Invoice Payment Requests' differs due to the Texas Government Prompt Payment Law; however, the 48 hours for the BSC to assign the ticket and the 5 business days for the BSC to take action remain unchanged.
Processing time is subject to change if the BSC does not have all required information for action to be taken.
For a list of processing definitions, please visit our Processing Definitions page.
Human Resources
(These processes do not include graduate student hiring. Please follow the graduate hiring process.)
| Request type | When to submit request | Expected time for BSC to take action once assigned |
|---|---|---|
| Contract Additions and Changes Request | 17 business days prior to effective date minimum; 30 days maximum | 5 business days |
| Faculty Buyout Request | 17 business days prior to effective date minimum; 30 days maximum | 5 business days |
| Faculty Summer Contract Request | 17 business days prior to effective date minimum; 30 days maximum | 5 business days |
| Funding Change Request | 17 business days prior to effective date minimum | 5 business days |
| New Hire/Rehire Request | 17 business days prior to effective date minimum; 30 days maximum | 5 business days |
Human Resources Miscellaneous Requests
| Request type | When to submit request | Expected time for BSC to take action once assigned |
|---|---|---|
| Additional Pay Request* | 17 business days prior to effective date minimum | 5 business days |
| Create a Person of Interest Request | 17 business days prior to effective date minimum; 30 days maximum | 5 business days |
| Job Attribute Change Request (extend appointment for existing paid employee, change in pay for existing employee) | 17 business days prior to effective date minimum | 5 business days |
| New Position Request ** | 17 business days prior to effective date minimum | 5 business days |
| Position Attribute Change Request (change to hours, supervisor, department location or reclassify an existing title to a new title) |
17 business days prior to effective date minimum |
5 business days |
| Retirement Request |
17 business days prior to effective date minimum |
5 business days |
| Terminations Request | 17 business days prior to effective date minimum | 5 business days |
| Transfer Request | 17 business days prior to effective date minimum; 30 days maximum | 5 business days |
| Zero Percent Appointment Request *** | 17 business days prior to effective date minimum | 5 business days |
* If the request is submitted after the 10th day of the month the payment is expected, please attach an approved Exception/Correct Request Form
** If a new hire/rehire is related to this request, please allow an additional 17 business days to process both requests
*** An approved courtesy memo must be attached to request
Financial
| Request type | When to submit request | Expected time for BSC to take action once assigned |
|---|---|---|
| Business Contract Request | 17 business days prior to start of agreement | 5 business days |
| Expense Reimbursement - Non-travel | 17 business days; within 30 days of expense date | 5 business days |
| Expense Reimbursement - Travel | 17 business days; within 30 days of last day of travel | 5 business days |
| Invoice Payment Request** | 25 days (including non-business days) prior to due date *** | 5 business days |
| Participant Advance Request | 17 business days prior to need of advance | 5 business days |
| Procurement Request* | 17 business days prior to need of product or service | 5 business days |
| Travel Authorization Request | 17 business days prior to travel date | 5 business days |
* If a vendor is not in the UTSA system, a PaymentWorks request will have to be submitted. Please allow an additional 17 business days to process both requests.
** If an invoice is related to an agreement that has not been fully executed, please allow an additional 17 business days to process both requests
*** Based off of the Texas Government Prompt Payment Law timeline
Financial Miscellaneous Requests
| Request type | When to submit request | Expected time for to BSC to take action once assigned |
|---|---|---|
| PaymentWorks Request* | 17 business days | 5 business days |
* If an invoice or a procurement is related to this request, please allow an additional 17 business days to process both requests
