**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 Reportsroutes via Workflow in SAP |
Judy Duncan | Judy Duncan/Ilhem Messaoudi |
Academic AppointmentsGR VIII - University Appointments 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 | Lisa Tannock, Associate Provost for Faculty Advancement |
Alcohol Expenditures*BPM E-7-10 and BPM B-3-2 *Requires Discretionary Funds |
Business Officers | Directors |
AwardsNew Proposals & Changes BPM E-7-12 and BPM E-7-11 a) Faculty b) Staff C) Student |
a) Rita Wilkie b) Toni Smith c) Toni Smith |
a) Lisa Tannock, Associate Provost for Faculty Advancement b) Judy Duncan c) Judy Duncan |
Board ActionsStatus change, leaves, sabbaticals, post-retirement appointments, etc. a) Faculty b) Staff |
a) Margaret Leach b) Stacy Gaylor |
a) Lisa Tannock, Associate Provost for Faculty Advancement |
Budget Revisionsincome related |
Toni Smith | Ilhem Messaoudi/Judy Duncan |
Business Procedure/Policy Exceptionsdelegated to the VPR |
Toni Smith/Michele Schlake | Judy Duncan/Toni Smith |
Cellular Allowance - Supervisor Signature for VPR Direct Reports |
Michele Schlake | Toni Smith |
Cellular Allowance - AFO/BO Signature for VPR Director Reports and Research Administration Staff |
Michele Schlake | Toni Smith/Michele Schlake |
Certificate of Confidentiality Applicationsfor 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 Reportsroutes via workflow in concur |
Stacy Gaylor/Judy Duncan | Stacy Gaylor/Judy Duncan |
ContractsAll 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) Lisa Tannock, Associate Provost for Faculty Advancement b) Ilhem Messaoudi/Judy Duncan c) Sue Roberts, Associate Provost for Internationalization |
Cost Transfer for Sponsored Projects>120 Days |
Toni Smith/Judy Duncan | Judy Duncan/Toni Smith |
Data Use, Material Transfer, & Confidentiality Agreements |
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 |
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 |
Technology Commercialization | Director of Kentucky Cancer Registry (KCR) |
Employee Education Forms - Supervisor Signature for VPR Direct ReportsOnly required for classes that meet during working hours |
Michele Schlake | Toni Smith / Judy Duncan |
Gifts to Friends & Donors*Appreciation, Memorial, Special Occasions *Requires discretionary funds |
Toni Smith/Judy Duncan | Ilhem Messaoudi/Judy Duncan |
Hiring Proposals & Salary Recommendations for StaffAll 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. |
|
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/Judy Duncan | Ilhem Messaoudi |
Nepotism Exception RequestsGR X - Regulations Affecting Employment a) Faculty b) Staff |
a) Lisa Tannock, Associate Provost for Faculty Advancement b) Ilhem Messaoudi/Toni Smith |
|
Off-Campus LeasingSpace request form must be signed by Dr. Ilhem Messaoudi prior to submission |
Toni Smith/Judy Duncan | Ilhem Messaoudi |
Overloads - VPR Faculty Direct ReportsRoutes via Workflow in SAP |
Michele Schlake | Ilhem Messaoudi/Judy Duncan |
Overloads - VPR Staff Direct ReportsHR Policy #30: Compensation Administration a) Supervisor signature b) Dean/Director/head of organization |
a) Judy Duncan |
|
Petty Cash Advance for Travel |
Toni Smith | Judy Duncan |
Payroll Petty Cash Payment |
Business Officer/Director | Toni Smith/Michele Schlake |
Phased Retirementa) Staff b) Faculty |
a) Toni Smith b) Toni Smith |
a) Ilhem Messaoudi/Judy Duncan/Toni Smith b) Ilhem Messaoudi & Lisa Tannock, Associate Provost for Faculty Advancement |
Procard Applications for VPR Direct Reportsa) Supervisor signature b) Approving Dean/business officer
|
|
A) Toni Smith |
Property Transfers - Equipment |
Toni Smith/Judy Duncan | Toni Smith/Judy Duncan |
Public Relations ActivitiesDinners, admissions charges, etc.* *Requires Discretionary Funds |
Business Officers | Directors |
Recruitment Expenses - Potential Staff |
Business Officers | Directors |
Re-Evaluations of Staff PositionsRoutes via Workflow in IES |
Michele Schlake | Toni Smith/Judy Duncan |
Relocation Expense - All OffersAll offers |
Michele Schlake/ Toni Smith | Ilhem Messaoudi/Toni Smith/Judy Duncan |
Renovations less than $100,000Not funded by special state appropriations (e.g. deferred maintenance pools, state grants, etc.) |
Toni Smith/Judy Duncan | Ilhem Messaoudi |
Renovations $100,000 and over AND all Projects funded by Special State Appropriations(e.g. deferred maintenance pools, state grants, etc.) |
Toni Smith/Judy Duncan | 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) |
Toni Smith/ Michele Schlake | Judy Duncan/Toni Smith |
Special Leave Requests for Staff |
Michele Schlake/Toni Smith | Ilhem Messaoudi/Toni Smith |
System Security Access for SAP FI, HR, CM, IES, AND Tableau ServerNote: approval for access to individual tableau folders is granted by tableau folder owner |
Business Officers | Toni Smith/Judy Duncan/Michele Schlake |
Unexpended Plant Fund ProjectsException to funding |
Judy Duncan | Judy Duncan/Ilhem Messaoudi |
Vehicle Purchases |
Toni Smith | Judy Duncan/Ilhem Messaoudi |
Visa Applications |
a) OIA Staff/Business Officers b) OIA Staff Business Officers |
a) Directors b) Directors |