Administration -- Policies and Procedures

AFS Rules of Procedure and Statements on Evidences

• Rules of Procedure - Describes the organizational structure for the department (positions, committees) and the guidelines for faculty meetings, faculty appointments, faculty promotions and evaluations, and other departmental activities.

• Statement on Evidences of Activity in Instruction, Research and Extension - Describes the criteria used to evaluate the progression of faculty in all title series except the Lecturer title series towards tenure and promotion.

• Statement on Evidences of Acitivity for Lecturers and Senior Lecturers - Describes the criteria used to evaluate faculty in the Lecturer title series for appointment, reappointment, and promotion.

AFS Advisory Council and Committees

• FY 21-22 Advisory Council and Committees

Procurement Card Policies and Form

• CAFE Procard Policy - College policy on Procard usage (preauthorization requirements, use of a control log, purchase approval requirements, use of the Procard Voucher, and Procard edit documentation).

• AFS Procard Voucher Form - To be used for all Procard purchases.

• Delegation of Signing Authority Form - To be used if a Procard holder wishes to delegate Procard purchase approval signing authority to another individual.

• AFS Policy on Annual Preapproval for Recurring Procard Charge - Describes the procedure that can be used to request annual preapproval for routine, recurring monthly or other regularly scheduled Procard purchases for the same item(s) or service(s) that exceed the $500 preapproval purchase limit. Use the form found here to request annual preapproval of recurring Procard charges that exceed $500.

Purchasing Order Forms

• Purchasing Order Form printable - Print to fill out the form by hand.
• Purchasing Order Form fillable - Download and complete the form.

Employee Reimbursement

• Employee Reimbursement Form - Request for employee reimbursement

In-State and Out-of-State Travel Policy and Form

• AFS Policy on In-State and Out-of-State Travel - Describes the policies that govern departmental personnel traveling for business purposes.

• AFS Pre-Travel Form - The form that must be used for out-of-state travel preapproval and for any in-state or out-of-state travel for which the traveler will be claiming reimbursement for any travel related expenses.
• Click here to find a listing of whether other states accept Kentucky's exemption from state sales tax. This site also contains the form that will need to be submitted for exemptions.

AFS Ground Transportation Reimbursement Policy

• Ground Transportation Reimbursement Policy - Describes the policy for reimbursement of ground transportation expenses assoicated with official, approved business travel.

AFS 12-Passenger Van

• 12-Passenger Van Request Form – Use this form to electronically request usage of the department’s 12-passenger van

AFS Enterprise Rental Request Form for non-procard holders

• AFS Enterprise Rental Request Form for non-procard holders - This form can be used  to request Enterprise rental car reservations by faculty, staff, and students who do not have a procard in their name. Please allow at least three working days for reservations to be made. 

AFS Airline Flight Comparison Policy

• Flight Comparison Policy - Describes when a flight comparison is needed, and outlines the policy/guidelines/procedures for obtaining a flight comparison.

AFS Business Office Responsibilities

• Business Office Responsibilities - Describes the job functions and responsibilities of the department's Business Office personnel.

AFS Check/Cash Handling Policy and Procedures

• AFS Check/Cash Policy - Describes the policy and procedures for handling checks and cash received by departmental faculty and staff.

AFS Student Accident Reporting Policy and Procedures

• AFS Student Accident Reporting Policy - Describes the policy and procedures be followed in the event a student experiences an accident or health issue in an instructional classroom or laboratory setting.

AFS Adjunct Policy

• AFS Adjunct Policy - Describes the process for appointment and reappointment of Adjunct Faculty.