Faculty and Staff Resources

Faculty CVs should be updated and submitted annually. 

In order to obtain access to the ART Photo Copier in CFA 202, you must first obtain a 4-digit passcode from the Office Staff by filling out this form. Click submit when you have completed it.

Note that copier use is only for use by Faculty, Staff, TAs, and student assistants (when approved by a faculty member).

In the event the code you choose is already in use by another faculty/staff member, a similar one will be assigned.

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Use this form to submit website updates or request marketing support from the department. 

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Beginning Fall 2023, all software installed on UB computers should be pre-approved.  Before purchasing software that you intend to install on a UB Device, please review the pre-approval process for technology accessed via a web browser, or vendor hosted cloud services and subscriptions. This includes e-learning platforms, online testing, assessments, proctoring, enterprise-wide solutions, and any student or public-facing technology. UB also has some university-wide licenses that are available for departments at no charge or for a nominal fee. Please note that any un-approved purchase will be uninstalled by UB-IT and will not qualify for reimbursement. 

Use this form to request a parking pass for a guest. Please note that parking lot restrictions apply, guests may only park in approved "Public" lots, such as the SLEE Parking Lot. The parking pass will be held in the Art Office, unless mailing is requested at least two-weeks in advance. 

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Use this form to request keys. Please allow 5-7 business days for processing. 

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Guest Speaker/Course Visit Honorarium Information:

The Department of Art has limited funding available each year to provide to speakers or presenters who  will be visiting Art or Art History courses. The information below is specific to basic class visits, not  related to those visitors taking part in the Fall Speaker Series or any other extended visits, sessions, or  workshops. The rates remain the same for undergraduate and graduate course visits as well as visits to  local institutions where the speaker will meet you. 

What is included? 

The honoraria is inclusive of all compensation paid to the guest. Additional compensation or arrangements for parking or transportation are not permitted. It is expected that the guest will make  their own arrangements, if applicable. These honorariums are for speakers who are part of the  Department’s local network or those who will be in Buffalo at the time of their visit. Proposals for more  in depth visits, where travel may be covered in part by the Department, may be submitted and  approved on a case by case basis.

Pay Scale 

Type of Visit 1.5 hour base rate:

• In Person $200-250* 
• Virtual (Zoom/etc) $175 
• If more than 1.5 hr service, add additional +$50/hr 

*Base rate for in person visits is determined by visitor standing in respective field.  

Application Process

If you are interested in having a guest speaker, first verify funding with your Department chair and staff,  submit the guest’s information using the "Request Approval for Non-Employee Services" Form: 

• Full Legal Name 

• Email Address 

• Legal Address 

• Citizenship (Required for tax purposes; foreign speakers visiting the U.S. typically must be  visiting on a J-1, B-1, or WB visa to receive honoraria from the University). 

Please include course information, time/date of service, and a justification statement describing the service/lecture provided by the guest. 

Payment Remittance:

All honoraria payments from UBF and STATE Funds will be made via check, there is no option for ACH or Wire Transfer. Please assure the guest is aware of this so they may prepare for any processing/deposit procedures and fees, the university is not responsible for any fees that may apply for check depositing. This is especially important to note if the guest is a foreign payee. Checks will be issued to the guest's legal name and legal address as provided on their invoice or tax documents.

RF Funds may be paid via check or ACH deposit. The guest must apply for ACH wire transfer at least two weeks in advance of their service date.  

Honoraria will not be paid sooner than the date of the guest speaker's visit; however, the Department recommends submitting guest’s information to the Department staff as soon as the speaking engagement is confirmed. Delays in submitting their information will result in payment delays for the speaker. Payments will traditionally be sent 2-3 weeks following the visit.  Please note the federal government requires the University to withhold 30% of any honorarium payment when the payee does not have an Individual Tax Identification Number (ITIN) or Social  Security Number (SSN). If a foreign payee has an ITIN or SSN, they will need to claim their country's tax treaty through the appropriate IRS forms in order to avoid the 30% withholding. The Department cannot assist with this. 

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Use this form for all non-appointed vendors, independent contractors, and services rendered by outside parties. SUNY Pre-Approval may be required. 

Please note that a QUOTE must be provided before guest service requests may be submitted for review. 

Contracting Non-Employee (Vendor/IC) Services Information:

For those faculty members with approved funding who wish to contract the services of an outside vendor/independent contractor (IC) for such items as fabrication, shipping, materials development, etc. 

What is included? 

The honoraria is inclusive of all compensation paid to the guest. Additional compensation or arrangements for parking or transportation are not permitted. It is expected that the guest will make  their own arrangements, if applicable. These honorariums are for speakers who are part of the  Department’s local network or those who will be in Buffalo at the time of their visit. Proposals for more  in depth visits, where travel may be covered in part by the Department, may be submitted and  approved on a case by case basis.

Requirements to Request Pre-Approval and Processing Steps: 

1. A quote issued by the vendor/IC must be supplied with this form. 
   1. The quote should include the expected cost, timeframe for service, and contractor contact and address details
   2. This must be submitted in advance of the service start date. Do not contract services without a quote, invoices will not be paid without a quote and pre-approval. 
2. The DA will submit the details for IC Approval by UB Financial Services, this usually takes approximately 7 days for review.
3. Upon confirmation of IC Status, the DA will request formal payment paperwork and the services may begin.
4. After services are complete, a formal invoice must be submitted to issue payment.
   1. Please include proof of services rendered, eg. image of artwork, text copy, email confirming services were completed.
   2. Additional justification materials may be requested.
5. After receipt of the formal invoice, payment should be issued within 30-days via check to the vendor/IC. 

Payment Remittance:

All vendor payments from UBF and STATE Funds will be made via check, there is no option for ACH or Wire Transfer. Please assure the guest is aware of this so they may prepare for any processing/deposit procedures and fees, the university is not responsible for any fees that may apply for check depositing. This is especially important to note if the guest is a foreign payee. Checks will be issued to the guest's legal name and legal address as provided on their invoice or tax documents.

RF Funds may be paid via check or ACH deposit. The guest must apply for ACH wire transfer at least two weeks in advance of their service date.  

In some rare cases, if the vendor can accept a credit card, payment may be issued via credit payment. This is only for payments of services less than $2,500.00 for State, UBF, and RF Funding, unless otherwise arranged with the DA.

Payments will traditionally be sent within 30-days of completion of service. Please note the federal government requires the University to withhold 30% of any honorarium payment when the payee does not have an Individual Tax Identification Number (ITIN) or Social Security Number (SSN). If a foreign payee has an ITIN or SSN, they will need to claim their country's tax treaty through the appropriate IRS forms in order to avoid the 30% withholding. The Department cannot assist with this. Delays in submitting their information will result in payment delays.

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If you are attempting to hire an appointed assistant (non-student), adjunct, faculty member, or wish to submit a hiring proposal for CAS HR to post, please use this form. 

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Before hiring a student assistant, please confirm budget and account code with Chair and DA. Then create a posting on UB Bullseye powered by Handshake. 

You will need to Create an Employer account, join the UB community through Bullseye powered by Handshake. Then you post the listing, share it with students of interest, review applications, and hire! Please note that the requestor should be the supervisor, and the DA may be listed as a backup supervisor. 

Use this form to request an extra service appointment for current faculty or staff. Please note that additional paperwork will be required, including an extra service approval form and extra service payment request form with timesheet. 

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1. The rate of pay is $22.50/hour.

2. All models must be dependable and punctual for all scheduled sessions.

3. In 208 and 218, a secure model changing room is provided. Bring a robe or covering to use when not modeling or taking breaks.

4. Honorariums for modeling sessions are processed at the end of each month. Payments are mailed to the home addressed approximately two weeks after they are submitted. Forms are completed, signed, and delivered to the art office.

5. Student Assistants: payroll calendar due dates and an online timesheet are at this link.

6. If a model cannot report as scheduled, notify the Department of Art immediately so another model can be booked.

Your contact is Instructional Support Tech Jeff Sherven at 716-645-0556 or jsherven@buffalo.edu