VPR Delegated Authority

VPR Delegated Signature Authority

Revised: Effective October 1, 2019

**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
Margaret Leach
Provost

Academic Appointments

GR VIII - University Appointments
AR 2:2-1 and AR 2:2-2
Note: BOT Reporting required for other faculty appointments with salaries equal to or less than $100,000
Margaret Leach
G.T. Lineberry

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) G.T. Lineberry/Provost Office
b) Jack Supplee/Judy Duncan
c) Jack Supplee/Judy Duncan

Board Actions 

Status change, leaves, sabbaticals, post retirement appointments,  Etc.
ar 2:1-1
a) Faculty
b) Staff
a) Margaret Leach
b) Mary Lowell
a) G.T. Lineberry
b) lisa cassis

Budget Revisions 

income related
AR 1:4
Judy Duncan/Jack Supplee
Lisa Cassis/Jack Supplee/Judy Duncan

Business Procedure/Policy Exceptions

delegated to the VPR
BPM E-1-2 (pdf, 2pgs)
Judy Duncan/Toni Smith
Judy Duncan/Judy Duncan

Cellular Allowance - Supervisor Signagure for VPR Direct Reports

BPM Q-1-2 (pdf, 7pgs)
Toni Smith/Judy Duncan
Baron Wolf/Judy Duncan

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) g.t. lineberry
b) lisa cassis/Jack Supplee/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
Jack Supplee/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
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
Jack Supplee/Judy Duncan

Equipment Purchases over $200K 

without legislative budget authority 
(letter to provide authority)
Judy Duncan
Jack Supplee/Judy Duncan

Gifts to Friends & Donors*

Appreciation, Memorial, special occasions
BPM E-7-10 (pdf, 5pgs)
*requires discretionay funds
Judy Duncan
lisa cassis/Jack Supplee/Judy Duncan

Hiring Proposals & Salary Recommendations for Staff

all research units
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
 
 
 
a) directors
b) Toni Smith/Judy Duncan
c) Judy Duncan/Jack Supplee***
d) Judy Duncan/Jack Supplee***
e) Judy Duncan/Jack Supplee***
f) Judy Duncan/Jack Supplee*** and Bill swinford for president capilouto

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) G.T. Lineberry
b) Lisa Cassis/Jack Supplee/Judy Duncan

Off-Campus Leasing

UK Real Estate Services
Jack Supplee/Judy Duncan
Lisa Cassis

Overloads - VPR Faculty Direct Reports

routes via Workflow in SAP
AR 3:9
Toni Smith
Judy Duncan/Jack Supplee

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) Jack Supplee/Judy Duncan

Petty Cash Advance for Travel

BPM E-5-2 (pdf, 2pgs)
 Toni Smith
Judy Duncan/Jack Supplee

Petty Cash Advance for Payroll

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 and Jack Supplee/Judy Duncan
b) Lisa Cassis & G.T. Lineberry

Procard Edit Approvals for VPR Direct Reports

BPM 3-2-1 (pdf, 2pgs)
Procard Editor
Baron Wolf

Procard Applications for VPR Direct Reports

BPM 3-2-1 (pdf, 2pgs)
A) supervisor signature
b) approving dean/administrative officer
for enhanced procard supplemental form:
C) supervisor signature
D) approving official signature
A) Toni Smith
b) Toni Smith
C) Toni Smith
D) Toni Smith
A) Baron Wolf/judy duncan
b) Toni Smith/judy duncan
C) Baron Wolf/judy duncan
D) Toni Smith/judy duncan

Property Transfers - Equipment

BPM E-12-4 (pdf, 7pgs)
judy duncan
Jack Supplee/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
Jack Supplee/judy duncan

Relocation Expense - Staff

Up to limit
BPM E-7-8 (pdf, 2pgs)
 Toni Smith
Jack Supplee/judy duncan

Relocation Expense - Faculty & Staff 

over limit*
BPM E-7-8 (pdf, 2pgs)
*Requires Request for Exception to Business Procedures
 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/Jack Supplee
Lisa Cassis

Salary Adjustments - Mid Year

Judy Duncan/Jack Supplee
Lisa Cassis & Bill Swinford for President Capilouto

Self-supporting Activities - Discretionary Expenses

(e.g. reception for a conference)
BPM E-7-10 (pdf, 5pgs)
Nancy Ison
Judy Duncan/Jack Supplee

Special Leave Requests for Staff

HR Policy #85.0: Special Leaves
Toni Smith
Lisa Cassis/Jack Supplee/judy duncan

System Security Access for SAP FI, HR, and CM

Business Officers
Toni Smith/judy duncan

Travel Vouchers for VPR Direct Reports

routes via Workflow in TRIP
BPM E-5-1 (pdf, 17pgs)
Judy Duncan
judy duncan

Unexpended Plant Fund Projects

exception to funding
BPM E-3-1 (pdf, 3pgs)
Judy Duncan
Jack Supplee/judy duncan/Lisa Cassis

Vehicle Purchases

Judy Duncan
Jack Supplee/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