Research Business Officers
Budget Process
Each year beginning in January, Research Administrative & Fiscal Affairs (RAFA) works with the University Budget Office (UBO) to create the operating budget for Vice President for Research area for the fiscal year beginning the following July. This page walks you through the steps of the annual budget process & identifies the responsibilities of RAFA and of the Research units.
Financial Reporting
Budget Expense Estimate (BW)
The Budget Expense Estimate can be found in Business Warehouse (BW) and returns current and prior fiscal year budget information (original, recurring, & non-recurring) for cost centers in your department, including position budgets.
Available Budget - GR55 (SAP)
The GR55 transaction in SAP provides to the minute information about the budget and expenditures for a cost center. Information is provided at the commitment item level.
Budget Transfer Listing - FMEDDW (SAP)
This SAP transaction provides a listing of all budget transfers for a cost center. It includes funds received & sent and recurring & non-recurring funds.
Create Budget Transfer - FMBB (SAP)
This SAP transaction allows you to create a budget transfer.
Display Budget Transfer - FMEDD (SAP)
This SAP transaction allows you to view the details of a budget transfer.
Cost Centers: Actual Line Items - KSB1 (SAP)
The KSB1 transaction in SAP provides you with a list of all posted transactions for a cost center. You can drill into each item to view the original SAP transaction.
Purchasing
Procard
The UK Procurement Card (ProCard) allows for the efficient purchase of small dollar acquisitions (less than $5,000) and is the primary purchasing method for delegated small dollar purchases.
- Restricted Purchases (pdf, 2pgs) - Items listed on this pdf are restricted from being purchased with the Procard. These items will need to be purchased with an SRM Shopping Cart or a PRD.
- Procard Application (pdf, 1pg) - This form must be completed for a procard to be issued. You can contact Toni Smith with any questions.
- Cardholder Manual/Policies (pdf, 22pgs)
PRD Payment Request Document (pdf, 2pgs)
The Payment Request Document (PRD) is used when a commodity is not authorized to be purchased with a ProCard or when an approved source will not accept the ProCard.
- PRD Categories (pdf, 2pgs) - Items listed on this pdf are to be processed on a PRD. Additionally, any transaction covered under the Discretionary Expenditures BPM E-7-10 (pdf, 5pgs), regardless of the use of discretionary or non-discretionary funding, must be paid using the PRD, or an Enhanced/Open procard.
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SRM Shopping Cart (Purchase Order) (pdf, 1pg)
The SRM Shopping Cart submits a request to UK Purchasing for goods or services that are restricted from being purchased with the ProCard and/or PRD.
SRM Shopping Cart (Purchase Order) (pdf, 1pg)
The SRM Shopping Cart submits a request to UK Purchasing for goods or services that are restricted from being purchased with the ProCard and/or PRD.
Equipment Maintenance Program
The Office of the Vice President for Research coordinates the Research Equipment Managed Maintenance Program. This program’s objective is to provide maintenance of critical research equipment throughout the university at a reasonable cost. Currently, the office of the Vice President for Research has funds to offset the costs of maintaining shared equipment, but any piece of equipment can be added to the program for cost-effective maintenance.
Records Retention
The Commonwealth of Kentucky mandates by statute that all public records be retained or disposed of according to state guidelines. This page provides information on common financial and human resources files and a link to the full records retention policy.
University Alcohol Policy
This regulation establishes the University's policies and procedures for using, serving, and selling alcoholic beverages on property owned, leased, or controlled by the University, and at University events. Please refer to this Administrative Regulation to ensure your event meets the requirements set forth by the University.
Year End Closing
The fiscal year end closing process ensures that financial transactions are recorded in the appropriate fiscal year. University Financial Services identifies cutoff dates for financial transactions and publishes the year end closing calendar. Cutoff dates begin as early as April.