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**Note: This chart refers only to items that must be signed by the Vice President for Research. A new page for document routing regardless of signature requirements is under construction.

Item Requiring VPR's Approval

Staff Review By

Signature Authority

Absence Requests for VPR Direct Reports

routes via Workflow in SAP

HR Policy #80.0: Vacation Leave

HR Policy #82.0: Temporary Disability Leave

Toni Smith Toni Smith/Ilhem Messaoudi
Academic Appointments

GR VIII - University Appointments

AR 2:1-1 and AR 2:1-2

Note: BOT Approval required for Professor, Associate Professor, Assistant Professor, & Instructors with salaries over $100,000

Note: BOT Reporting required for other faculty appointments with salaries equal to or less than $100,000

 

Margaret Leach

Rebecca Thomas, Associate Provost for Faculty Advancement
Alcohol Expenditures*

AR 6:4

BPM E-7-10 and BPM B-3-2

*Requires Discretionary Funds

Business Officers Directors
Awards 

New Proposals & Changes

BPM E-7-12 and BPM E-7-11

a) Faculty

b) Staff

C) Student

a) Jennifer Haynes

b) Toni Smith

c) Toni Smith

 

a) Rebecca Thomas, Associate Provost for Faculty Advancement

b) Toni Smith

c) Toni Smith

Board Actions 

Status change, leaves, sabbaticals, post-retirement appointments, etc.

AR 2:1-1

a) Faculty

b) Staff

a) Margaret Leach

b) Stacy Gaylor

a) Rebecca Thomas, Associate Provost for Faculty Advancement

b) Ilhem Messaoudii/Toni Smith

Budget Revisions 

income related

AR 1:4

Toni Smith Ilhem Messaoudi/Toni Smith
Business Procedure/Policy Exceptions

delegated to the VPR

BPM E-1-2

Toni Smith/Michele Schlake Toni Smith
Cellular Allowance - Supervisor Signature for VPR Direct Reports

BPM Q-1-2

Michele Schlake Toni Smith
Cellular Allowance - AFO/BO Signature for VPR Director Reports and Research Administration Staff

BPM Q-1-2

Michele Schlake Toni Smith/Michele Schlake
Certificate of Confidentiality Applications

for projects not funded by the National Institutes for Health (NIH)

Office of Research Integrity Privacy Team William Stoops/Ilhem Messaoudi
Concur Travel & Expense Reports for VPR Direct Reports

routes via workflow in concur

E-5-1: Reimbursement of Travel Expenses

B-3-2-1: Procurement Card Authorization and Limits

Stacy Gaylor/Toni Smith Stacy Gaylor/Toni Smith
Contracts

All Non-clinical

AR 8:3 and BPMs B-4, B-4-1, B-4-2, and B-4-3

a) Academic Program Contracts

b) Personal Services Contracts

c) International Program Agreements

a) University Legal Counsel

b) University Legal Counsel

c) University Legal Counsel

a) Rebecca Thomas, Associate Provost for Faculty Advancement

b) Ilhem Messaoudi/Toni Smith

c) Sue Roberts, Associate Provost for Internationalization

Cost Transfer for Sponsored Projects

>120 Days

BPM E-4 and Cost Transfer Policy

Toni Smith Toni Smith
Data Use, Material Transfer, & Confidentiality Agreements

AR 8:3

Directors, with review by Technology Commercialization Director of Technology Commercialization, and TC Director delegees
Data Use & Memoranda of Agreements for Kentucky Cancer Registry (KCR) receipt of genetic/molecular cancer data of Kentucky cancer centers and hospitals

AR 8:3

Office of Legal Counsel Director of Kentucky Cancer Registry (KCR)
Data Use & Memoranda of Agreements for provision of Kentucky Cancer Registry (KCR) data to researchers external to University

AR 8:3

Technology Commercialization Director of Kentucky Cancer Registry (KCR)
Employee Education Forms - Supervisor Signature for VPR Direct Reports

Only required for classes that meet during working hours

Employee & Family Education Program

Michele Schake Toni Smith
Gifts to Friends & Donors*

Appreciation, Memorial, Special Occasions

BPM E-7-10

*Requires discretionary funds

Toni Smith Ilhem Messaoudi/Toni Smith
Hiring Proposals & Salary Recommendations for Staff

All research units - Hiring proposals route electronically via IES. Salary proposal forms should be emailed to Toni Smith.

HR Policy #30: Compensation Administration

a) Salaries less than midpoint and less than 15% increase

B) Salaries greater than midpoint but less than maximum***

c) Promotions greater than 15% of current salary***

d) Lateral and demotions with an increase in pay***

e) Salaries greater than Maximum 

*** These requests require a supporting explanation memo (or email) from your director attached to the request in IES (or to the salary recommendation for re-evaluations).

Note: Lateral transfers do not warrant an increase in pay. Increases for lateral transfers are considered an exception and require justification. Voluntary demotions with an increase in pay will not be approved. 

 

a) Michele Schake

b) Michele Schake

c) Michele Schake

d) Michele Schake

e) Michele Schake

 

 

a) Michele Schlake/Toni Smith

b) Toni Smith

c) Toni Smith

d) Toni Smith

e) Ilhem Messaoudi prior to IES submission - employment office will obtain President's Office approval after IES submission

Institutional Review Board Reliance Agreements
Office of Research Integrity Reliance Team William Stoops/Ilhem Messaoudi
Lost Equipment Records
Toni Smith Ilhem Messaoudi
Nepotism Exception Requests

HR Policy #19.0: Nepotism

GR X - Regulations Affecting Employment

a) Faculty

b) Staff

a) Michele Schake

B) Michele Schake

a) Rebecca Thomas, Associate Provost for Faculty Advancement

b) Ilhem Messaoudi/Toni Smith

Off-Campus Leasing

UK Real Estate Services

Space request form must be signed by Dr. Ilhem Messaoudi prior to submission

Toni Smith Ilhem Messaoudi
Overloads - VPR Faculty Direct Reports

Routes via Workflow in SAP

AR 3:9

Michele Schake Ilhem Messaoudi/Toni Smith
Overloads - VPR Staff Direct Reports

AR 3:9

HR Policy #30: Compensation Administration

a) Supervisor signature

b) Dean/Director/head of organization

 

a) Michele Schake

b) Michele Schake

 

a) Toni Smith

b) Toni Smith/Michele Schake

Petty Cash Advance for Travel

BPM E-5-2

Toni Smith Toni Smith
Payroll Petty Cash Payment

Payroll Petty Cash Procedures

Business Officer/Director

Michele Schlake

Toni Smith
Phased Retirement

AR 3:2

a) Staff

b) Faculty

 

 

a) Toni Smith

b) Toni Smith

 

 

 

a) Ilhem Messaoudi/Toni Smith

b) Ilhem Messaoudi & Rebecca Thomas Associate Provost for Faculty Advancement

Procard Applications for VPR Direct Reports

BPM B-3-2-1

a) Supervisor signature

b) Approving Dean/business officer

 

 

A) Michele Schlake

b) Michele Schlake

 

A) Toni Smith

b) Toni Smith

Property Transfers - Equipment

BPM E-12-4

Toni Smith Toni Smith
Public Relations Activities

Dinners, admissions charges, etc.*

BPM E-7-10

*Requires Discretionary Funds

Business Officers Directors
Recruitment Expenses - Potential Staff

BPM E-7-9

Business Officers Directors
Re-Evaluations of Staff Positions

Routes via Workflow in IES

HR Policy #30: Compensation Administration

Michele Schlake Toni Smith
Relocation Expense - All Offers

All offers

BPM E-7-8

Michele SchlakeToni Smith Ilhem Messaoudi/Toni Smith
Renovations less than $100,000

Not funded by special state appropriations (e.g. deferred maintenance pools, state grants, etc.)

BPM E-3-2

Toni Smith Ilhem Messaoudi
Renovations $100,000 and over AND all Projects funded by Special State Appropriations

(e.g. deferred maintenance pools, state grants, etc.)

BPM E-3-2

Toni Smith Ilhem Messaoudi
Salary Adjustments - Mid Year
Toni Smith Ilhem Messaoudi - prior to submission to compensation. compensation will obtain President's Office approval once submitted.
Self-supporting Activities - Discretionary Expenses

(e.g. reception for a conference)

BPM E-7-10

Toni SmithMichele Schlake Toni Smith
Special Leave Requests for Staff

HR Policy #85.0: Special Leaves

Michele Schlake/Toni Smith Ilhem Messaoudi/Toni Smith
System Security Access for SAP FI, HR, CM, IES, AND Tableau Server 

Note: approval for access to individual tableau folders is granted by tableau folder owner

Business Officers Toni Smith/Michele Schlake
Unexpended Plant Fund Projects

Exception to funding

BPM E-3-1

Toni Smith Toni Smith/Ilhem Messaoudi
Vehicle Purchases
Toni Smith Toni Smith/Ilhem Messaoudi
Visa Applications

UK International Center

a) OIA Staff/Business Officers

b) OIA Staff Business Officers

a) Directors

b) Directors