VPR Delegated 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
Procard Applications BPM 3-2-1 (pdf, 2pgs)	Director	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 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

VPR Delegated Authority

VPR Delegated Signature Authority

Item Requiring VPR's Approval

Staff Review By

Signature Authority

Absence Requests

for VPR Direct Reports

Judy Duncan

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

Margaret Leach

Provost

Academic 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*

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.

a) Faculty

b) Staff

a) Margaret Leach

b) Mary Lowell

a) G.T. Lineberry

b) lisa cassis

Budget Revisions

income related

Judy Duncan/Jack Supplee

Lisa Cassis/Jack Supplee

Business Procedure/Policy Exceptions

delegated to the VPR

Judy Duncan/Toni Smith

Judy Duncan/Jack Supplee

Cellular Allowance - Staff

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)

Jack Supplee/Judy Duncan

Employee Education Forms

Dean Level Approval

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)

without legislative budget authority
(letter to provide authority)