Financial Details
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How the Artist is Paid
Residencies
Two invoices will be mailed to you before the residency begins, the preparation time and salary invoice. The preparation time invoice will include prep time, per diem, and mileage money and will be paid to you before the residency begins. The salary payment will be made after the residency is completed and an artist report form is returned to the UAC/AE office.
AE artists are independent contractors, and as such are responsible for their own taxes; nothing is withheld from your check. If you are not experienced with independent contracting, you should check with an accountant to find out what is required of you by the state and federal tax agencies. You may be required to file a quarterly estimated tax return.
As an independent contractor you need to keep accurate records of your income and expenses. Keep copies of your invoices to AE for this purpose. You will receive a 1099 form at the end of the year if you have earned more than $600 through residencies in that year.
You can expect payment in about three weeks after submitting your invoice.
The sponsor sends their share of the artist's salary to AE, and AE pays the entire amount due to the artist, including travel expenses and per diem. Please do not ask the sponsor to pay you or to advance money for any purpose. An artist may not be paid any portion of their salary directly by the school, or other sponsor.
Never discuss financial matters with the sponsor. Bring all your questions and concerns to the AE office.
Arts Education Projects
Unlike regular residencies, arts education project sponsors receive a lump sum to pay for all project activities, including the artist's salary. AE does not pay anything to the artist. All arrangements and costs for air travel, per diem, materials, and other expenses are negotiated between artist and sponsor.
Project sponsors use the AE roster to secure the artist. All contracts and formal agreements, however, are between the artists and the sponsor. These agreements do not involve the AE office except that AE, through its roster, provides artists for projects, and provides state cars if they are needed.
Sponsors are expected to pay artist the standard rate for their services, i.e., $30 per hour, $36-$50 per diem expenses (depending on lodging), travel, and lodging expenses.
WHO PAYS FOR WHAT?
What the Sponsor Pays
The sponsor pays a certain percentage of the artist's fee and provides all the supplies, materials, and equipment needed for your workshops.
What AE pays
AE pays the remaining percentage of the artist's fee and the following costs:
Per diem
- A per diem is paid when the artist is staying one or more nights, 75 miles away from home. AE pays $50 per diem for food and lodging if the artist stays in a private residence with someone in the community. With this money the artist is encouraged to contribute money for food and other expenses to the host. When the artist stays in a hotel the per diem rate is $36 for food. The AE office arranges and pays for a hotel room.
- In cases of extreme weather or other special circumstances that might prevent an artist from returning home when working less than 75 miles away, the artist may request per diem for a hotel on a one-night emergency basis, but-- except in cases of extreme emergency-- you must get approval from our office before reserving a hotel room.
Mileage
- AE pays mileage in excess of 60 miles per day for in-state artists when they drive their own cars more than 30 miles each way (60 miles round trip) to a residency site. That is, the artist pays for the first 60 miles each way, AE pays for any mileage in excess of that amount.
- In cases where the artist stays in the community for a long-term residency (more than three weeks), AE pays for a trip home during a three-to-four-week residency, and an additional trip home every four weeks thereafter. The artist may go home more often at his or her own expense. This does not apply to out-of-state artists.
- Mileage is paid at the rate of $.36 per mile when a state motor pool vehicle is not available. The formula used
to calculate mileage payment is as follows:
(Total miles each day - 60 miles) X $.36
Air Fare
- AE provides each out-of-state artist with one round-trip air ticket per year. Out-of-state artists are encouraged to schedule residencies back-to-back so that one airfare will cover the expenses for all residencies.
- Artists may not purchase their own air line tickets for the one round-trip AE provides. Reservations are made and tickets purchased through the state travel agency in order to obtain the lowest rates. Reservations must be made at least three weeks in advance, so be sure to have your travel plans made a month ahead of time.
State Car
- All artists must provide the AE office with a photocopy of a current driver's license and must view a video on safe driving before they are allowed to take a state car. The AE office will obtain a copy of your driving record from your state of residence. These are state requirements for anyone who drives a state car.
- Artists who plan to use a state car should coordinate plans with the AE office well enough in advance that we may obtain your driving record and schedule a viewing of the video before your residency or project begins.
Artists using state cars are bound by the following terms:
- State cars are provided to facilitate the accomplishment of the work of the residency or project area. This includes use of the car to accomplish necessary personal business, such as going to the post office, the grocery store, or to restaurants for meals.
- State cars are to be used by the artist exclusively. You may not carry passengers.
- Personal use of the state car for recreation or use outside the residency or project area could make you subject to personal liability in the event of an accident. Property damage and liability coverage by the state during personal use of the car will be limited to $500,000.
- You may not smoke, use drugs, or drink alcohol while in a state car. You cannot drive the car with alcohol in your blood at all. Therefore, if you are flying in to Salt Lake and will be picking up your car; you may not have alcoholic drinks on the airplane.
- You must wear a seat belt at all times while operating a state
car.
The car must be returned to the state promptly upon completion of the residency or project.
- Any artist may choose to rent his or her own car rather than taking a state car. AE will pay up to the amount allowed under the applicable rules set forth below. The artist is responsible for any changes exceeding the allowance.
Out-of-state artists — AE provides a state car for all out-of-state artists. We pick you up at the airport with your car.
- We determine a mileage allotment as follows: one round-trip to and from Salt Lake City to the residency site elsewhere in Utah, plus fifty miles a week for travel between the artist's hotel in the town of the residency and the residency site.
- If an out-of-state artist is doing more than one residency and the residencies are in different cities, the AE office will help in determining the amount of mileage allowed. Please consult us before deciding where you plan to stay.
- If the residency is in Salt Lake City we allow 75 miles a week for local mileage. Artists cannot choose to stay in another city in order to stay with friends, and then charge AE extra mileage.
In-state artists — When it is less costly for us to provide a car for in-state artists than it is to pay mileage for the use of their own cars, we will do so. Some sites require 4WD vehicles.
- We determine a mileage allotment for one round-trip to and from the residency site from the artist's home and add fifty miles a week for travel between the artist's hotel in the town of the residency and the residency site.
- For both in-state and out-of-state artists, we charge the artist $.31 per mile and rental fee of the state vehicle for any mileage and days above the allotment, assuming the extra miles have been logged for personal business or recreation. The amount will be calculated when the artist returns the car. This amount will be subtracted from the artist's final salary payment.
- The artist must pay for the gasoline when using the car for personal business or recreation, or for trips home on the weekends. The weekday rental fee covers the cost of gas, but does not cover weekend use of the car for personal reasons.
- State cars are not to leave Utah without prior permission from State Fleet Services. No one but the artist on contract with the state may drive the state car.
Prep Time
AE pays $50 per week for the artist's time in gathering materials and preparing lessons.
What the artist pays
Artists who use a state vehicle for personal business, recreation, or trips home while doing residencies must pay for their own gasoline and report the mileage for such use to AE.
State Fleet Services charges AE the following rates:
- Compact car $24.00 a day plus $.11 per mile.
- Midsize car $26.00 a day plus $.09 per mile.
- Mini van $30.00 a day plus $.12 per mile.
- 4 wheel drive $31.00 a day plus $.12 per mile.
The additional mileage costs will be deducted from the residency fees. Note: AE will pay for a trip home every other weekend for Utah artists working at distant sites in Utah.
AE will estimate at the outset of the residency the mileage required to get the artist to and from the community and to and from the site each day during the residency.
Out-of-state artists who come to Utah to do residencies more than one time in any fiscal year must pay their own airfare or mileage for additional trips.
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