Business Office

>Using a Procard? – Identify the purchase that needs to be made and utilize your departmental procurement card and submit your expense via Concur with all documentation. Note that Enrollment Management staff will submit the EM Procard Purchase Request Form to EMBudget@uky.edu.

>Using anything other than a Procard? – Send all documentation to the Student Success Business Office via SSBO@uky.edu.

• Examples would include SRM/shopping carts, JV, PRD, contracts, invoices, etc.
• Your Financial Specialist will reach out if they need additional paperwork.
• Attach the General Purchase Request form with your documentation.

Fill out the Computer/Equipment Request form and send it to the Student Success Business Office via SSBO@uky.edu. Student Success staff should not be contacting ITS or other staff directly to purchase computers or technical equipment. There is currently a 60-90 day lead time for almost all computer orders, please indicate if you need it more quickly when you make the request.

Complete the Office Supply Order Form and send it to the Student Success Business Office via SSBO@uky.edu. Note that Enrollment Management will fill out the EM Office Supply Ordering form and send it to EMBudget@uky.edu.

>Student employee – If you already know the student you would like employ or need to update a current student position please fill out the Student Employee Hiring Form and submit it to SSBO@uky.edu for processing. Your Divisional Payroll Specialist will follow-up with additional questions and information following submission of this form.

>STEPS or Post a New Student Position – If you need to post or hire into a temporary/STEPS position or need to post a new student position please  complete the following steps:

1. Fill out the Hiring Request Form for any STEPS position and submit to your area lead and the OVPSS (via gracehahn2@uky.edu) for approval. This is not required for a new student position.
2. Fill out the STEPS or Student Posting Request Form to SSBO@uky.edu. Your Divisional Payroll Specialist will follow-up with additional questions and information following submission of this form.

>All permanent employment (Full-time, part-time permanent) – If you need to hire a permanent full or part-time staff position please fill complete the following steps:

1. Fill out the Hiring Request Form for any STEPS position and submit to your area lead and the OVPSS (via gracehahn2@uky.edu) for approval.
2. Fill out the Staff Employee Hiring Form toSSBO@uky.edu. Your Divisional Payroll Specialist will follow-up with additional questions and information following submission of this form.

>Additional questions? – If you are unsure what form to use or have a general questions please reach out to SSBO@uky.edu with your inquiry and a member of the Student Success Business Office will respond at their earliest convenience.

All training plans for new or current employees must be requested through the Student Success Business Office. All training plans must be approved by the employee’s supervisor prior to being submitted. Fill out the Training Plan Request Form and submit to SSBO@uky.edu at the attention of Gloria Robinson.

INTRODUCTION

Since March 2020, Student Success employees have worked diligently in a variety of settings to ensure the success and support of our students and each other. As with previous HR policy regarding alternative work arrangements staff can submit a remote, hybrid, or flexible work request for a duration of up to 6 months.

As this is an ever-evolving pandemic, Student Success will be flexible and adjust dates and protocols as needed based on guidance from University leadership, the State of Kentucky, and the CDC. Student Success positions are vital to the execution of a vibrant and inclusive campus community. We define our team as those who perform many of the following functions:

• Maintain direct and in-person contact with students as part of their normal job expectations and duties
• Indirectly and directly supervise student employees
• Provide supervision to staff and/or a department that facilitates in-person student support services

Assessment of Efficiencies

• Over the course of the next year, Student Success leadership will continue to discuss and evaluate opportunities where certain positions may transition to either fully remote or a hybrid work arrangement.
• The University is exploring the state and federal laws associated with remote work as well as overall human resource policies and procedures (e.g., workperson compensation, office supply policy, etc.).
• In addition, space allocation may be shifted for offices and employees who move to a hybrid and/or remote work environment. Dedicated personal workspace may not be available to those positions/employees who move into hybrid and/or remote work positions.
• Consistent with University polices, the decision surrounding this will be position-based ensuring all major job responsibilities can be performed remote or hybrid.

ADDITIONAL EMPLOYEE INFORMATION

An extensive list of resources can be found at the following sites:

>https://studentsuccess.uky.edu/alternative-work-guidelines-office-student-success

>https://www.uky.edu/coronavirus/employees

> https://www.uky.edu/coronavirus/employees/frequently-asked-questions

If you are unsure what form to use or have a general questions please reach out to SSBO@uky.edu with your inquiry and a member of the Student Success Business Office will respond at their earliest convenience.