Policies and Procedures Guide

Budgets and Accounting

• Types of Funds
• Reading and Creating Budgets
• New Account Requests
• Account Reconciliation/Certification
• Cash Advance Requests for Travel and Research
• Signature Authorization Requests
• Fiscal Year End Lapsing Policy (PDF)
• VT1 (RTF--Intra Fund Group 14 and 20 Accounts)
• VT2 (RTF--Intra Fund Group)
• VT3 (RTF--Intra Fund Group--26 Accts.)
• VT6 (IDT Correction of Charges)
• Grant Services
• Soft Money Budget Requests/PBIS
• Special Funding Requests
• Budgeting For Centrally-funded Classified Positions
• Signature Requests
• Wire Transfers
• Signature Course Funding
• Endowment Compliance
• Cash Handling

Compliance

• SACS Accreditation

Entertainment

• OOEF (Official Occasion Expense Forms)
• Reimbursing UT Employees for Parking Expenses
• VPE (Entertainment Payment Voucher)
• Sample VPE (PDF)

Faculty Human Resources

• New Faculty Orientation Manual (2009-10)
• Modified Instructional Duties (MID)
• Faculty Sick Leave Reports
• Selecting a Chair/Director
• Summer Chair/Director Duties (PDF)
• Emeritus Requests
• Faculty Work Load Policy
• Annual Request for Outside Employment

Faculty Leaves

• Faculty Leave of Absence or Release from Instructional Budget
• Faculty Request for Leave Form (PDF)
• Faculty Request for Leave Form Sample #1, Request for 50% Time (PDF)
• Faculty Request for Leave Form Sample #2, Request for 100% Time (PDF)
• Line-by-Line Instructions for Completing the Request for Leave Form
• Processing Leaves in Faculty Appointment Documents
• Faculty Sick Leave

Faculty Recruitment

• Getting Approval to Recruit: Obtaining Permission and Identifying Funds
• Recruiting Tenured or Tenure-Track Faculty
• Recruiting Temporary Faculty
• Posting and Advertising the Position
• Identifying and Interviewing the Candidate
• List of Deans Allotted to Interview Candidates by Department
• Prior Approval Request (PAR) for Faculty
• Prior Approval Request (PAR) for Courtesy Position
• Faculty Offers Database
• What You'll Need to Complete the PAR Request Packet
• PAR Screen-by-Screen Guidelines
• How to Record Commitments: Examples
• Teaching Assessment Guidelines
• Sample Offer Letters
• Faculty Moving Expenses
• Faculty Appointment Process Summary and Applicant Pool Statistics Table
• Spousal Hires
• Child Care Commitment for Faculty

Faculty Retention

• Faculty Counteroffers
• Sample Counteroffer Letter
• Child Care Commitment for Faculty
• Spousal Hires

Faculty Reviews

• Governance: Procedures for Staff
• Post-Tenure Review: Procedures for Staff
• Probationary Period Policy
• Promotion and Tenure (COLA HR)
• Third-Year Review: Procedures for Staff

Faculty Separation

• Faculty Final Separation (Retirement, Phased Retirement, Resignation, Termination, Death)
• Information for Faculty Considering Retirement
• Separation Checklist for Chairman
• Separation Checklist for Employees
• Separation Checklist for Retirees
• Sample Retirement Information Cover Letter (Chair to Faculty)
• Policy on Post-Retirement Employment of Faculty
• Privileges for Retirees

Financial Resources Management System

• Scholarships/SS1
• Inventory Portal
• UT Market

Human Resource Management System

• Faculty Summer Assignments
• Summer Teaching Guidelines
• HRMS Resources
• HRMS Tips & Updates

Payroll Procedures

• OV1 (Hourly Payroll Document)
• OV5 (Overtime Payment Document)
• OV6 (Vacation/Sick/Floating/Holiday Pay Doument)
• OV7 (Professional Services Payment Document)
• ETS (Electronic Timesheet System)

Purchases and Services

• Business and Hotel / Catering Contracts
• Sample Standard Hotel Agreement (PDF)
• Sample Hotel Agreement Transmittal and Approval Form (PDF)
• Sample AT&T Center Facility Use Agreement Transmittal and Approval Form (PDF)
• Sample AT&T Center Facility Use Agreement (PDF)
• APS/PBS (Authorization of Individual Services)
• VP1 (Purchase Order Payment Request)
• VP2 (Service Payment Request)
• VP7 (Pro Card Payment Voucher)
• VP9 (Office Depot/eShip Global Payment Voucher
• VC1 (Cash Receipt Voucher for Departments)
• PO (Purchase Orders, Including PBO, PB3, PB4)
• Work Orders
• Conference Procedures
• Communication Device Allowance
• Object Codes
• Inventory

Staff HR

• Staff Training
• Creating a Position and Posting the Job in HRMS
• New Employee Processing
• Reclassification Requests
• Separating Employees
• OV5 (Payroll Voucher for Overtime)
• OV6 (Departmental Vacation Voucher)
• Timekeeping
• Performance Appraisals
• Performance Management Plus

Teaching Assistants and Assistant Instructors

• Summer Assignments

Travel

• VE5 (Request for Travel Authorization)
• Foreign Travel on State Funds
• VE6 (Correction Document for the VE5/RTA)
• VP5 (Travel Payment Voucher)
• Meal Allowances While Traveling Overnight (PDF)
• Mileage Reimbursement
• Car Rentals