VPR Delegated Authority

Revised: Effective January 1, 2023

**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	Judy Duncan	Judy Duncan
Academic Appointments GR VIII - University Appointments AR 2:2-1 and AR 2:2-2 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	Sue NOKEs, acting associate provost for faculty advancement
Alcohol Expenditures* AR 6:4 BPM E-7-10 (pdf, 5pgs) and BPM B-3-2 (pdf, 2pgs) *Requires Discretionary Funds	Business Officers	Directors
Awards New Proposals & Changes BPM E-7-12 (pdf, 4pgs) and BPM E-7-11 (pdf, 3pgs) a) Faculty b) Staff C) Student	a) Rita Wilkie b) Toni Smith c) Toni Smith	a) sue nokes, acting associate provost for faculty advancement b) Judy Duncan c) Judy Duncan
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) sue nokes, acting associate provost for faculty advancement b) lisa cassis
Budget Revisions income related AR 1:4	Judy Duncan	Lisa Cassis/Judy Duncan
Business Procedure/Policy Exceptions delegated to the VPR BPM E-1-2 (pdf, 2pgs)	Judy Duncan/Toni Smith	Judy Duncan
Cellular Allowance - Supervisor Signagure for VPR Direct Reports BPM Q-1-2 (pdf, 7pgs)	Toni Smith/Judy Duncan	Baron Wolf/Judy Duncan
Concur Travel & Expense Reports for VPR Direct Reports routes via workflow in concur E-5-1: Reimbursement of Travel Expenses (PDF, 17PGS) B-3-2-1: Procurement Card Authorization and Limits (PDF, 2PGS)	BARON WOLF/TONI SMITH	Judy Duncan/Baron Wolf
Contracts all non clinical AR 8:3 and BPMs B-4 (pdf, 2pgs), B-4-1 (pdf, 1pg), B-4-2 (pdf, 3pgs), and B-4-3 (pdf, 1pg) a) Acacdemic Program Contracts b) Personal Services Contracts c) International Program Agreements	a) university legal counsel b) university legal counsel c) university legal counsel	a) sue nokes, acting associate provost for faculty advancement b) lisa cassis/Judy Duncan c) sue roberts
Cost Transfer for Sponsored Projects >120 Days BPM E-4 (pdf, 8pgs) and Cost Transfer Policy (pdf, 5pgs)	Judy Duncan	Judy Duncan
Data Use, Material Transfer, & Confidentiality Agreements AR 8:3	directors, with review by office of technolgy commercialization	director of office of technology commercialization, and OTC 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	office of technology commercialization	director of kentucky cancer registry (KCR)
Employee Education Forms - Supervisor Signagure for VPR Direct Reports only required for classes that meet during working hours Employee & Family Education Program	baron wolf/Toni Smith	baron wolf/Judy Duncan
Employee Meals/Food Expenditures BPM E-7-9 (pdf, 2pgs) and BPM E-7-10 (pdf, 5pgs) a) Grants b) Faculty Recruitment c) Planning/Administrative Meetings d) on campus working meals (must be approved in advance) Prior approval required unless discretionary funds are used	business officers	directors
Employee Lodging overnight within 40 miles of workstation BPM E-5-1 (pdf, 17pgs)	Judy Duncan	Judy Duncan
Equipment Purchases over $200K without legislative budget authority (letter to provide authority)	Judy Duncan	Judy Duncan
Gifts to Friends & Donors* Appreciation, Memorial, special occasions BPM E-7-10 (pdf, 5pgs) *requires discretionay funds	Judy Duncan	lisa cassis/Judy Duncan
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 < 1st quartile and ≤ 15% of current salary b) Salaries > 1st quartile, but < midpoint c) salaries > midpoint ≤ maximum* d)Promotions > 15% of current salary* e) Lateral Transfers with an increase in pay* and demotions f) Salaries > 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) Business Officers b) Toni Smith c) Toni Smith d) Toni Smith e) Toni Smith f) Toni Smith/Judy Duncan	a) directors b) Toni Smith/Judy Duncan c) Judy Duncan d) Judy Duncan e) Judy Duncan f) lisa cassis prior to ies submission; employment office will obtain president's office approval after IES submission
Holiday/Greeting Cards* BPM E-7-10 (pdf, 5pgs) *Requires Discretionary Funds	Business Officers	Directors
Lost Equipment Records BPM E-12-3 (pdf, 7pgs)	Judy Duncan	Lisa Cassis
Nepotism Exception Requests HR Policy #19.0: Nepotism GR X - Regulations Affecting Employment (pdf, 15pgs) a) Faculty b) Staff	a) Toni Smith B) Toni Smith	a) sue nokes, acting associate provost for faculty advancement b) lisa cassis/Judy Duncan
Off-Campus Leasing UK Real Estate Services	Judy Duncan	Lisa Cassis
Overloads - VPR Faculty Direct Reports routes via Workflow in SAP AR 3:9	Toni Smith	Judy Duncan
Overloads - VPR Staff Direct Reports AR 3:9 HR Policy #30: Compensation Administration a) supervisor signature b) dean/director/head of organization	a) Toni Smith b) Toni Smith	a) baron wolf/Judy Duncan b) Toni Smith/Judy Duncan
Petty Cash Advance for Travel BPM E-5-2 (pdf, 2pgs)	Toni Smith	Judy Duncan
Payroll Petty Cash Payment Payroll Petty Cash Procedures (pdf, 27pgs)	Business Officer/Director	Toni Smith/Judy Duncan
Phased Retirement AR 3:2 a) Staff b) Faculty	a) Toni Smith b) Toni Smith	a) lisa cassis/Judy Duncan b) Lisa Cassis & sue nokes, acting associate provost for faculty advancement
Procard Applications for VPR Direct Reports BPM 3-2-1 (pdf, 2pgs) A) supervisor signature b) approving dean/business officer	A) Toni Smith b) Toni Smith	A) Baron Wolf/judy duncan b) Toni Smith/judy duncan
Property Transfers - Equipment BPM E-12-4 (pdf, 7pgs)	judy duncan	judy duncan
Public Relations Activities Dinners, admissions charges, etc.* BPM E-7-10 (pdf, 5pgs) *Requires Discretionary Funds	Business Officers	Directors
Recruitment Expenses - Potential Staff BPM E-7-9 (pdf, 2pgs)	Business Officers	directors
Re-Evaluations of Staff Positions routes via Workflow in IES HR Policy #30: Compensation Administration	Toni Smith	judy duncan
Relocation Expense - All Offers all offers BPM E-7-8 (pdf, 2pgs)	Toni Smith	lisa cassis
Renovations less than $100,000 Not funded by special state appropriations (e.g. deferred maintenance pools, state grants, etc.) BPM E-3-2 (pdf, 2pgs)	Business Officers	Directors
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 (pdf, 2pgs)	Judy Duncan	Lisa Cassis
Salary Adjustments - Mid Year	Judy Duncan/Je ff sullivan	Lisa Cassis & eric monday for president capilouto
Self-supporting Activities - Discretionary Expenses (e.g. reception for a conference) BPM E-7-10 (pdf, 5pgs)	Toni Smith	judy duncan
Special Leave Requests for Staff HR Policy #85.0: Special Leaves	Toni Smith	Lisa Cassis/judy duncan
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/judy duncan
Unexpended Plant Fund Projects exception to funding BPM E-3-1 (pdf, 3pgs)	Judy Duncan	judy duncan/Lisa Cassis
Vehicle Purchases	Judy Duncan	judy duncan/Lisa Cassis
Visa Applications UK International Center a) Labor Certifications b) H-1 Visas	a) OIA Staff/Business Officers b) OIA Staff Business Officers	a) Directors b) Directors

VPR Delegated Authority

VPR Delegated Signature Authority

Item Requiring VPR's Approval

Staff Review By

Signature Authority

Absence Requests

for VPR Direct Reports

routes via Workflow in SAP

Academic Appointments

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

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

Sue NOKEs, acting associate provost for faculty advancement

Alcohol Expenditures*

BPM E-7-10 (pdf, 5pgs) and BPM B-3-2 (pdf, 2pgs)

*Requires Discretionary Funds

Business Officers

Directors

Awards

New Proposals & Changes

BPM E-7-12 (pdf, 4pgs) and BPM E-7-11 (pdf, 3pgs)

a) Faculty

b) Staff

C) Student

a) Rita Wilkie

b) Toni Smith

c) Toni Smith

a) sue nokes, acting associate provost for faculty advancement

b) Judy Duncan

c) Judy Duncan

Board Actions

Status change, leaves, sabbaticals, post retirement appointments, Etc.

a) Faculty

b) Staff

a) Margaret Leach

b) stacy gaylor

a) sue nokes, acting associate provost for faculty advancement

b) lisa cassis

Budget Revisions

income related

Lisa Cassis/Judy Duncan

Business Procedure/Policy Exceptions

delegated to the VPR

Judy Duncan/Toni Smith

Cellular Allowance - Supervisor Signagure for VPR Direct Reports

Toni Smith/Judy Duncan

Baron Wolf/Judy Duncan

Concur Travel & Expense Reports for VPR Direct Reports

routes via workflow in concur

E-5-1: Reimbursement of Travel Expenses (PDF, 17PGS)

B-3-2-1: Procurement Card Authorization and Limits (PDF, 2PGS)

BARON WOLF/TONI SMITH

Judy Duncan/Baron Wolf

Contracts

all non clinical

AR 8:3 and BPMs B-4 (pdf, 2pgs), B-4-1 (pdf, 1pg), B-4-2 (pdf, 3pgs), and B-4-3 (pdf, 1pg)

a) Acacdemic Program Contracts

b) Personal Services Contracts

c) International Program Agreements

a) university legal counsel

b) university legal counsel

c) university legal counsel

a) sue nokes, acting associate provost for faculty advancement

b) lisa cassis/Judy Duncan

c) sue roberts

Cost Transfer for Sponsored Projects

>120 Days

BPM E-4 (pdf, 8pgs) and Cost Transfer Policy (pdf, 5pgs)

Data Use, Material Transfer, & Confidentiality Agreements

directors, with review by office of technolgy commercialization

director of office of technology commercialization, and OTC director delegees

Data Use & Memoranda of Agreements for Kentucky Cancer Registry (KCR) receipt of genetic/molecular cancer data of Kentucky cancer centers and hospitals

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

office of technology commercialization

director of kentucky cancer registry (KCR)

Employee Education Forms - Supervisor Signagure for VPR Direct Reports

only required for classes that meet during working hours

without legislative budget authority
(letter to provide authority)