VPR Delegated Authority

VPR Delegated Signature Authority

Revised: Effective February 1, 2018

Item Requiring VPR's Approval
Staff Review By
Signature Authority

Absence Requests

for VPR Direct Reports

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

Business Procedure/Policy Exceptions

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

Cellular Allowance - Staff

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

Employee Education Forms

Dean Level Approval
Employee & Family Education Program
directors
baron Wolf/Jack Supplee

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

Hiring Proposals & Salary Recommendations for Staff

all research units
HR Policy #30: Compensation Administration
a) Salaries < 1st quartile and < 10% of current salary
b) Salaries > 1st quartile, but < midpoint
c) salaries > midpoint < maximum***
d)Promotions > 10% 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

Material Transfer Agreements & Confidentiality Agreements

AR 8:3
Directors
Director of Technology commercialization

Membership Dues (Individual) / Professional Licenses*

BPM E-7-10 (pdf, 5pgs)
*Requires Discretionary Funds
Business Officers
Directors

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 - Faculty

AR 3:9
Toni Smith
Judy Duncan/Jack Supplee

Overloads - Staff

AR 3:9
HR Policy #30: Compensation Administration
a) inside the employee's regularly assigned unit or when compensation is greater than 20% of employee's annual salary (advance approval required)
b) Other
c) If charged to a grant
a) Toni Smith
b) Toni Smith
c) Toni Smith
a) Jack Supplee/Judy Duncan and Debbie Carwile (HR)
b) Jack Supplee/Judy Duncan
c) Jack Supplee/Judy Duncan and Kim Carter

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 Approvals for VPR's Direct Reports

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

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

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)
 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

System Security Access for SAP FI, HR, and CM

Business Officers
Toni Smith

Tickets - Sporting Events

includes Keeneland, Lexington Legends, & UK Athletics, et al
Judy Duncan/Jack Supplee
Bill Swinford for President Capilouto

Travel Vouchers for VPR's 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/Lisa Cassis

Vehicle Purchases

Judy Duncan
Jack Supplee/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