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B. Purchasing
B-1 Authority and Governing Regulations
B-2 General Purchasing and Contracting Authority
B-3 General Policies on How to Procure Supplies, Equipment and Services
B-3-1 Use of Existing Contracts
B-3-2 Delegated Procurement Authority for University Departments
B-3-2-1 Procurement Card Authorization and Limits
B-3-2-2 DAV Procedure
B-3-2-3 Honoraria and Contracts for Visiting Speakers and Performing Artists
B-3-2-4 Imprest Cash Authority
B-3-2-5 Recruitment of Faculty and Administrative Staff
B-3-2-7 Payment for Meals
B-3-3 Non-Delegated Purchases Requiring On-Line Requisitions
B-3-3-1 Preparation of a Requisition
B-3-3-2 Purchasing Documents Resulting From a Requisition
B-3-3-3 Purchase Order Processes
B-3-4 Contract and Purchase order Administration and Management
B-4 Personal Service Contracts
B-4-1 Personal Service Contract ($10K or less)
B-4-1-1 Personal Service Contract Form ($10K or less)
B-4-2 Personal Service Contract (Exceeding $10k )
B-4-2-1 Personal Service Contract Form (Exceeding $10k )
B-4-2-2 Proof of Necessity Form
B-4-3 Memorandum of Agreement
B-5 Single or Sole Source Purchases
B-6 Emergency Purchases
B-7 Computer and Computer Related Equipment
B-8 Insurance Purchases
B-9 Capital Construction Projects
B-10 Inter-departmental Purchases
B-10-1 Communication and Network Systems
B-10-2 Duplicating services
B-10-3 Printing Services
B-10-4 Motor Pool
B-10-5 Postal Services
B-10-6 Central Stores Operations
B-11 Research Foundation Contracting
B-12 Surplus Property Acquisition and Disposal
B-13 Rebates
C. Auxiliary Services
 Book Store
D. Inter-Departmental Purchases
D-1-1Duplicating Services
D-1-2Copier Services Department
D-1-3Postal Services
D-1-4Printing Services
E. Office of the Treasurer
E-0-1 Relationship with Commonwealth of Kentucky
E-1-1 Duties and Responsibilities of the OT
E-1-2 Requests for Exceptions or Changes to Business Procedures
E-2-0 Cash Operations
E-2-1 Introduction to Cash Operations
E-2-2 Internal Controls
E-2-3 Responsibilities for CashOps
E-2-4 Cash Receipts
E-2-5 Imprest Cash Funds
E-2-6 Security
E-2-7 Establishing Outside Bank Relations
E-2-8 Personnel Related Issues
E-2-9 Required Reporting
E-2-10 Collection of Amounts Owed to the University from Overpayment
E-3-1 Unexpended Plant Fund Policy
E-3-2 Minor Renovation Policy
E-3-3 Fabricated Equipment Policy
E-4-1 Journal Voucher (JV)
E-5-1 Reimbursement of Travel Expenses
E-5-2 Travel Advances and Repayments
E-5-3 Advance Payments of Travel Expense
E-6-1 Sales and Use Tax
E-7-1 Payments for Services subject to tax withholding & reporting to IRS
E-7-2 Payments to Business Entities
E-7-3 Classifying a Worker as an Employee or Independent Contractor
E-7-4 Taxpayer Classification for Reporting Payee to IRS
E-7-5 Payment to U.S. citizens/U.S. business Entities
E-7-6 Payment to Resident Alien Individuals
E-7-7 Payment to Non-Resident Alien Individuals
E-7-8 Relocation Expenses for Faculty and Staff
E-7-9 Recruitment Expenses
E-7-10 Discretionary Policy
E-7-11 Student Awards
E-7-12 Employee Awards
E-7-13 Policy on Waiver of Payment
E-8-1 Criteria for Payroll Deductions
E-9-1 Compensation to Research Subjects
E-10-1 Fiscal Year End Closing-Accounting Transactions
E-10-2 Fiscal Year End Closing-Inventories
E-11-1 Penalty for Late Payments to Vendors
E-12-1 Capitalization Policy
E-12-2 Space Section
E-12-3 Equipment Section
E-12-4 Property Disposition Section
E-12-5 Surplus Property Disposition Incentive Plan
E-13 Faculty Effort System
E-13-1 Preface/Table of contents/Introduction
E-13-2 Faculty Effort System
E-13-3 Distribution of Effort & DOE Forms
E-13-4 Step by Step Faculty DOE Maintenance
E-13-5 Step by Step Account Management
E-13-6 Reallocations
E-13-7 General Information and Reports
E-13-8 Questions and Answers
E-14-1 Motor Vehicle Insurance
E-14-2 Persons Authorized to use Vehicles
E-17-1 Cost Object Structure
E-17-3 Assignment of Cost Objects
E-17-4 Cost Object Request Form
E-17-5 Cost Object Transactions
E-17-6 Monthly Statement
E-17-7 Departmental Codes
E-17-8 Expenditure, Recharge and Transfer G/L Accounts
E-17-9 Revenue G/L Accounts
E-17-10 Balance Sheet G/L Accounts
E-17-14 Agency Cost Center Policies and Procedures
E-17-15 Other Attributes
E-17-16 Functional Area
E-18-1 Policy for Restricted Funds Participation in Investment Earnings
E-19-1 Student Fees Delinquency Policy
E-19-2 Delinquencies
E-20-1 Tuition and Student Fee Policy
E-21-1 Short-Term Student Loans - Approving and Processing Procedures
E-21-2 Instructions for Short-Term Loan Application Form
E-21-3 Instructions for Short-Term/Emergency Loan Promissory Note
E-21-4 Instructions for Short-Term Student Loans
E-21-5 Collections and Write-off Policy for Student Accounts and Loans Receivable
E-22-1 Policies and Procedures for Soliciting, Receiving, Recording and Acknowledging Gifts
Q. Information Systems
Q-1-1 General Responsibilities
Q-1-2 Policy for Use of Cell Phones Provide to Employees
Q-1-3 How to Obtain Communications Services
Q-1-4 Billing Services
Q-1-5 Communications and Network Systems
F. Parking
F-1-1 Bus Service


Appendixes
1 Cost Sharing Guidelines
2 Cost Transfers for Sponsored Projects
3 Costing Guidelines for Sponsored Projects
4 Service Centers and Recharge Operations
Last Update: May 12, 2008