About Authorizations for
Individual Services (PBS)

The Authorization for Individual Services, which uses the PBS document replaces the Authorization for Professional Services (APS) paper form. A PBS document is used when contracting with an individual to perform a service when a fee or honorarium is being paid. A PBS should also be used when hiring non-employees for services performed, or when hiring current employees for services beyond their appointment. A PBS should not be used when reimbursing only travel expenses.

Using the Authorization for Individual Services (PBS) still requires that an Employee/ Independent Contractor Classification Checklist be filled out for a vendor. The checklist must be submitted with the approved and signed PBS. Send these two items to Payroll Services if your payment is going to be made on an OV7 or to the Office of Accounting and Financial Management Independent Contractor section if your payment is going to be made on a VP2.

To process and approve an Authorization for Individual Services (PBS) you must be using a Desk/View that has *DEFINE command authorizations for the PBS document.

From the POINT Plus home page, beneath the Departmental Administration section, click the Authorization for Individual Services link.

POINT Plus Home Page

New Authorization for Individual Service / Vendor Page
On the New Authorization for Individual Service web page, the Document Summary, Vendor ID (UT EID and Mail Code), Service Dates, Employment Status, and Nepotism fields are required and must be completed. The Phone field is optional; it will not replace the phone number from the vendor file, but is used to add a separate phone number for the vendor.

The Vendor ID must be for an individual. The UT EID will start with an alpha character; the vendor ID that is associated to the UT EID must start with the number 2. To search for a Vendor ID click the Vendor ID link. For more information on how to find a Vendor ID see Searching for a Vendor ID.

PBS Creation Page

Click the Add a New PBS button once the appropriate fields have been completed. When the document has been created successfully this page will be renamed as the Vendor page.

Navigation Tabs
When the document has been created successfully, the New Authorization for Individual Service page updates and becomes the Vendor page, and navigation tabs appear below the UT Direct banner. The navigation tabs may be used to move between the 5 sections of the document. It is recommended that the document be completed in the following order: Vendor, Rate, Accounts, Service, Summary.

Navigation Tabs

Rate Page
When either the Fee Amount or Fee Quantity field is completed then the other field must also be completed and a Fee Unit of Measure must be selected. When the Other Amount field is completed, comments are required.

Rate Page

Click the Update Rate Information button to save the rate information. After the information has been saved the Estimated Total for all Fees field will appear. This field must be greater than $0.00 in order to process the document.

*TIP : If Other Travel or Centrally Billed Airfare are the only completed fields then an VE5 and VP5 should be used instead of a PBS.

Accounts Page
The Amount and Account Usage fields are automatically completed based on the rate information from the Rate web page. The Account field must be completed with a valid account number; however, Contract & Grant (26) accounts are not allowed. State (14 and 20) accounts are not allowed if the vendor has an appointment paid by State funds. Every field on an account row must be blank or have the account, an associated amount, and usage designated. An amount may be split across more than one account but the amount on each row must equal an amount found on the Rate page and the usage designation must match what is on the Rate page.

Accounts Page

Click the Update Accounts button to save the accounts information.

Service Page
The Service Type, Description of Service, and Qualifications fields are required.

Service Page

Click the Update Service Information button once the three fields have been completed to save the service information.

Summary Page
The Summary page may be used to review and make changes to the document before approval. To make changes to the document click the appropriate tab from the navigation menu. When the document is ready for approval select the desired action from the pull-down menu and click the GO button.

Summary Page

How to Create a PBS - Demo (Flash)

Approving a PBS

Changing Desk / View

Tips & Techniques

Searching for a Vendor ID
To search for a Vendor ID click the Vendor ID link. After the link is clicked, a pop-up will appear. From the pop-up you may search for a vendor by TBPC#, VID, name, or class and item. To search by vendor name enter the name of the vendor in the Vendors by Name field and click the GO button to begin the search.

VID Search

TIP: If the correct spelling of a vendor's name is unknown, type in the first character or beginning characters of the vendor's name.

Routing

Troubleshooting Error Messages