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	Toni Smith	Lisa Cassis/Judy Duncan
Business Procedure/Policy Exceptions delegated to the VPR BPM E-1-2 (pdf, 2pgs)	Toni Smith/michele schlake	Judy Duncan/Toni Smith
Cellular Allowance - Supervisor Signagure for VPR Direct Reports BPM Q-1-2 (pdf, 7pgs)	michele schlake	Baron Wolf/Toni Smith
Cellular Allowance - AFO/BO Signature for VPR Director Reports and Research Administration Staff BPM Q-1-2 (pdf, 7pgs)	michele schlake	Toni Smith/michele schlake
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)	toni smith/Judy Duncan	Judy Duncan/toni smith
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)	michele schlake/toni smith	toni smith/Judy Duncan
Equipment Purchases over $200K without legislative budget authority (letter to provide authority)	toni smith/Judy Duncan	Judy Duncan/toni smith
Gifts to Friends & Donors* Appreciation, Memorial, special occasions BPM E-7-10 (pdf, 5pgs) *requires discretionay funds	toni smith/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 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.	a)michele schlake b) michele schlake c) michele schlake d) michele schlake e) michele schlake	a) michele schlake/toni smith b) Toni Smith/Judy Duncan c) Toni Smith/Judy Duncan d) Toni Smith/Judy Duncan e) 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)	Toni Smith/Judy Duncan	Lisa Cassis
Nepotism Exception Requests HR Policy #19.0: Nepotism GR X - Regulations Affecting Employment (pdf, 15pgs) a) Faculty b) Staff	a) michele schlake B) michele schlake	a) sue nokes, acting associate provost for faculty advancement b) lisa cassis/Toni Smith
Off-Campus Leasing UK Real Estate Services space request form must be signed by dr. cassis prior to submission	Toni Smith/Judy Duncan	Lisa Cassis
Overloads - VPR Faculty Direct Reports routes via Workflow in SAP AR 3:9	michele schlake	Lisa Cassis/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) michele schlake b) michele schlake	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/michele schlake
Phased Retirement AR 3:2 a) Staff b) Faculty	a) Toni Smith b) Toni Smith	a) lisa cassis/Judy Duncan/Toni Smith 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) michele schlake b) michele schlake	A) Baron Wolf/Toni Smith b) Toni Smith/judy duncan
Property Transfers - Equipment BPM E-12-4 (pdf, 7pgs)	Toni Smith/judy duncan	Toni Smith/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	michele schlake	Toni Smith/judy duncan
Relocation Expense - All Offers all offers BPM E-7-8 (pdf, 2pgs)	michele schlake/ 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)	Toni Smith/Judy Duncan	Lisa Cassis
Salary Adjustments - Mid Year	Toni Smith/Je ff sullivan	Lisa Cassis - 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) BPM E-7-10 (pdf, 5pgs)	Toni Smith/ michele schlake	judy duncan/Toni Smith
Special Leave Requests for Staff HR Policy #85.0: Special Leaves	michele schlake	Lisa Cassis/Toni Smith
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/michele schlake
Unexpended Plant Fund Projects exception to funding BPM E-3-1 (pdf, 3pgs)	Judy Duncan	judy duncan/Lisa Cassis
Vehicle Purchases	Toni Smith	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

Toni Smith/michele schlake

Judy Duncan/Toni Smith

Cellular Allowance - Supervisor Signagure for VPR Direct Reports

Baron Wolf/Toni Smith

Cellular Allowance - AFO/BO Signature for VPR Director Reports and Research Administration Staff

Toni Smith/michele schlake

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)

toni smith/Judy Duncan

Judy Duncan/toni smith

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

without legislative budget authority
(letter to provide authority)