Business Procedures Manual

Business Procedures Manual
Policy Number	Title	Categories
B-1	Authority and Governing Regulations	Procurement Services
B-2	General Purchasing and Contracting Authority	Procurement Services
B-3	General Policies on How to Procure Supplies, Equipment and Services	Procurement Services
B-3-1	Use of Existing Contracts	Procurement Services
B-3-2	Delegated Procurement Policy for Departments	Procurement Services
B-3-2-1	Procurement Card Authorization and Limits	Procurement Services
B-3-2-2	Payment Request Document (PRD)	Procurement Services
B-3-3-3	Non-Delegated SAP Purchase Requisitions UK HealthCare Non-Formulary Items	Procurement Services
B-3-3-4	Non-Delegated SAP Purchase Requestions Facilities Materials and Inventory	Procurement Services
B-3-3-5	Non-Delegated SRM Shopping Carts – Campus Areas	Procurement Services
B-3-4-1	Purchase Order - Freight and Damages	Procurement Services
B-3-4-2	Purchase Order - Credit Memo	Procurement Services
B-3-4-3	Purchase Order - Vendor Performance	Procurement Services
B-4	Personal Service Contracts	Procurement Services
B-4-1	Personal Service Contracts ($10K or less)	Procurement Services
B-4-2	Procedures for Personal Services Exceeding $10,000	Procurement Services
B-4-3	Memorandum of Agreement	Procurement Services
B-5	Non-Competitive Negotiations for Single/Sole Source Purchases	Procurement Services
B-6	Non-Competitive Negotiations for Emergency Purchases	Procurement Services
B-7	Computer and Computer Related Equipment and Software	Procurement Services
B-8	Insurance Purchases	Procurement Services
B-9	Capital Construction Projects	Procurement Services
B-11	Research Foundation Contracting	Procurement Services
B-12	Surplus Property Acquisition and Disposal	Procurement Services
B-13	Rebates	Procurement Services
C-1-1	Book Store	Auxiliary Services
D-1-1	Motor Vehicle Insurance	Risk Management
D-1-2	Persons Authorized to Use Vehicles	Risk Management
D-1-3	D-1-3: Golf Carts and Utility Vehicles	Risk Management
D-2	Unmanned Aircraft Systems	Risk Management
D-3	Misappropriation of University Assets	Risk Management
E-1-0	Relationship with Commonwealth of Kentucky	Financial Services Administration
E-1-1	Responsibilities of University Financial Services	Financial Services Administration
E-1-2	Requests for Exceptions to Business Procedures	Financial Services Administration
E-1-3	Fiscal Roles and Responsibilities	Financial Services Administration
E-1-4	Internal Control	Financial Services Administration
E-1-6	Selection and Retention of Outside Legal Counsel	Financial Services Administration
E-2-1	Treasury Operations Manual	Treasury Operations
E-2-2	Investment Earnings Policy	Treasury Operations
E-2-10	Collection of Amounts Owed to the University from Overpayment	Treasury Operations
E-2-11	Cash Payments over $10,000	Treasury Operations
E-3-1	Unexpended Plant Fund Policy	AFRS - Capital Assets Accounting
E-3-2	Minor Renovation Policy	AFRS - Capital Assets Accounting
E-3-3	Fabricated Equipment Policy	AFRS - Capital Assets Accounting
E-4	Journal Voucher	Accounting & Financial Reporting Services (AFRS)
E-5-1	Reimbursement of Travel Expenses	Travel Services
E-5-2	Travel Advances and Repayments	Travel Services
E-6-1	Sales and Use Tax	Tax Compliance
E-6-2	Revenue Producing Activities - RPA	Tax Compliance
E-6-3	Unrelated Business Income Tax - UBIT	Tax Compliance
E-7-1	Payments for Services Subject to Tax Withholding and Reporting to IRS	Accounts Payable Services
E-7-3	Classifying a Worker as an Employee or Independent Contractor	Accounts Payable Services
E-7-4	Taxpayer Classification for Reporting Payee to IRS	Accounts Payable Services
E-7-5	Payments to U.S. citizens/U.S. Business Entities	Accounts Payable Services
E-7-7	Payments to Foreign Nationals	Accounts Payable Services
E-7-8	Relocation/Moving Allowance for Employees	Accounts Payable Services
E-7-9	Recruitment Expenses	Accounts Payable Services
E-7-10	Discretionary Expenditures	Accounts Payable Services
E-7-11	Establishment of Student Recognition Awards and Prizes	Accounts Payable Services
E-7-12	Employee Awards	Accounts Payable Services
E-7-13	Waiving Payment for Services Rendered	Accounts Payable Services
E-7-14	Student Payments	Accounts Payable Services
E-7-15	Disbursement Request	Accounts Payable Services
E-7-16	Procurement Cards	Accounts Payable Services
E-7-17	Void/Stop Payments for Vendor Checks	Accounting & Financial Reporting Services (AFRS)
E-7-18	Honorarium Payment	Accounts Payable Services
E-7-19	Fleet Fuel Card	Accounts Payable Services
E-8-1	Criteria for Payroll Deductions	Payroll Services
E-8-2	Retroactive Payroll Adjustments	Payroll Services
E-8-3	Payment of Final Wages Upon Death of Employee	Payroll Services
E-8-4	Cost Distribution Methods	Payroll Services
E-8-5	Direct Deposit	Payroll Services
E-8-6	Wage Garnishments	Payroll Services
E-8-7	Lost Stolen Checks Stop Payment Request	Payroll Services
E-8-8	Name and Social Security Changes	Payroll Services
E-8-9	Pay Check Distribution	Payroll Services
E-8-10	Pay Periods, Pay Dates and Processing Schedules	Payroll Services
E-8-11	Missed Pay Request	Payroll Services
E-8-12	Payroll Overpayments	Payroll Services
E-8-13	Taxable Fringe Benefits	Payroll Services
E-9	Compensation to Research Subjects	Accounts Payable Services
E-10-1	Fiscal Year-End Closing – Accounting Transactions	Accounting & Financial Reporting Services (AFRS)
E-10-2	Fiscal Year-End Closing – Inventories	Accounting & Financial Reporting Services (AFRS)
E-11-1	Penalty for Late Payments to Vendors	Accounts Payable Services
E-12-1	Capitalization Policy	AFRS - Capital Assets Accounting
E-12-2	Facilities and Space Inventory System	AFRS - Capital Assets Accounting
E-12-3	Equipment Inventory	AFRS - Capital Assets Accounting
E-12-4	Property Disposition Policy	AFRS - Capital Assets Accounting
E-12-5	Surplus Property Disposition Incentive Plan	AFRS - Capital Assets Accounting
E-12-6	Unclaimed Property Disposition	AFRS - Capital Assets Accounting
E-14-1	Tax-Advantage Bond Post Issuance Compliance Policy	Tax Compliance
E-14-2	Private Business Use of Tax-Advantaged Bond Financed Facilities	Tax Compliance
E-17-1	Chart of Accounts – Cost Object Structure	Accounting & Financial Reporting Services (AFRS)
E-17-5	Cost Object Transactions	Accounting & Financial Reporting Services (AFRS)
E-17-6	Reconciliation and Review of Financial Transactions	Accounting & Financial Reporting Services (AFRS)
E-17-7	Departmental Codes	Accounting & Financial Reporting Services (AFRS)
E-17-8	General Ledger (GL) Accounts	Accounting & Financial Reporting Services (AFRS)
E-17-14	Agency Cost Center Policies and Procedures	Accounting & Financial Reporting Services (AFRS)
E-17-15	Fund, Cost/Funds Center or WBS Element Common Attributes	Accounting & Financial Reporting Services (AFRS)
E-17-16	Functional Area	Accounting & Financial Reporting Services (AFRS)
E-19-1	Student Fees Delinquency Policy	Student Account Services
E-20	Tuition and Student Fee Policy	Student Account Services
E-21-1	Short-term Student Loans - Approving and Processing Procedures	Student Account Services
E-21-5	Collections and Write-off Policy for Student Accounts and Loan Receivable	Student Account Services
E-22-1	Soliciting, Receiving, Recording and Acknowledging Gifts	AFRS - Endowment & Gift Accounting
E-22-2	Pledge Process Manual	AFRS - Endowment & Gift Accounting
E-22-3	Planned Gifts	AFRS - Endowment & Gift Accounting
E-22-4	Fundraising Events	AFRS - Endowment & Gift Accounting
E-50-1	Application of On/Off-Campus Facilities & Administrative (F&A) Cost Rates	Research Financial Services
E-50-2	Cost Sharing	Research Financial Services
E-50-3	Cost Transfer Policy	Research Financial Services
E-50-4	Project Payroll Confirmation	Research Financial Services
E-50-5	Service Centers and Recharge Operations	Financial Services Administration
F-1	Energy Management	Facilities Management
Q-1-1	General Responsibilities	Information Technology
Q-1-2	Policy for Use of Cell Phone Provided to Employees	Information Technology
Q-1-3	How to Obtain Communication Services	Information Technology
Q-1-4	Billing Services	Information Technology
Q-1-5	IT Service Center	Information Technology
Q-1-6	Electronic Signatures	Information Technology

Business Procedures Manual

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