Knoxville Campus Procedure for Expenditure Purchases

To: Deans, Directors and Department Heads
From: Interim Chancellor Jan Simek

Colleagues,

Procedures on exceptions to the freeze on hiring, travel, and equipment purchases were revised on Jan. 14, 2009. Unchanged is the selective process limiting E&G hires to areas necessary for the continuity of critical teaching, research and support functions. Out-of-state travel paid on E&G funds remains limited to emergency or mandatory situations critical to university business. The same restriction applies for equipment purchases on E&G funds. However, ‘R’ fund expenditures are exempt from the hiring, travel or equipment exception approval requirement.

The Office of the Chancellor has delegated the review and approval of these Knoxville campus transactions, as detailed below, to the appropriate Provost or Vice Chancellor:

• All faculty appointments
• E&G (non-faculty) administrative appointments with salaries less than $75,000 annually
• E&G and Auxiliary funded travel authorizations and expenditures
• E&G equipment purchases less than $50,000

The following requests, after approval by the Provost/Vice Chancellor and the Chancellor, must be reviewed and approved by the UWA exceptions committee:

• E&G and Auxiliary (non-faculty) appointments with annual salaries $75,000 or greater
• E&G equipment purchases $50,000 or greater

At the beginning of each month, the Office of Budget & Finance will submit a list of the previous month’s transactions to the UWA Exceptions Committee in the following areas:

• All regular employee hires (E&G and Auxiliary)
• E&G and Auxiliary funded travel reimbursements
• E&G equipment purchases $50,000 or greater

For questions or clarification, please contact the Office of Budget & Finance at 865-974-4204.

Posted January 20, 2009