HR0001-K Procedure for Emergency Needs Fund for UTK Faculty and Staff

Objective

To outline the procedures for providing timely, limited financial assistance to eligible faculty and staff at the University of Tennessee, Knoxville (UTK) who experience unexpected emergencies causing financial hardship. This procedure ensures that funds of ENF (Emergency Needs Fund) are received, reviewed, and disbursed fairly while protecting the privacy and dignity of applicants. Procedure addresses a gap in availability of emergency financial support available to UTK faculty and staff, who historically have not had access to the type of immediate relief on campus.
Procedures within the ENF align UTK with best practices at peer institutions, reinforces its commitment to employee well-being, and enhances retention by offering compassionate assistance during unforeseen crises.

Scope

This procedure applies to regular 75% or more UTK faculty (tenure-track and non-tenure track) and staff (exempt and non-exempt)—including eligible employees of the University of Tennessee Institute of Agriculture and the University of Tennessee Space Institute in Tullahoma, Tennessee. Eligible employees include those who have successfully completed a six‐month probationary period.

Roles

Human Resources Employee Relations Team:

Serves as the initial point of contact for receiving ENF applications.
Verifies applicant information, ensures completeness, anonymizes applications before committee review, and coordinates (as needed) with ENF applicant.
Communicates ENF Committee’s awarding decision to applicant

Committee Chair (Appointed by the Associate Vice Chancellor of Human Resources):

Manages applications for ENF assistance as received and vetted by HR Employee Relations Team.
Coordinates with the Employee Relations team at HR to ready applications for Committee evaluation
Preside over Committee meetings and facilitate the evaluation of ENF applications,
Oversee the awarding of funds following the vote of the Committee.

Committee Secretary (Elected/appointed from among Faculty and Staff Committee Members):

Records and maintains minutes of committee meetings.
Coordinates with the Chair to distribute meeting agendas and related materials.
Assists the Chair with communications between the Committee, HR, and campus stakeholders.
Maintains a secure and organized archive of applications and decisions.

Committee Treasurer (Appointed by the Vice Chancellor of University Advancement):

Oversees the financial management of the ENF and maintains financial records of the Committee.
Tracks fund balances and ensures the timely processing of disbursements.
Prepares financial reports and works with the Committee to manage the UT Foundation account dedicated to the ENF.
Assists the Committee with developing fundraising strategies necessary to grow ENF support available to faculty and staff in need.

Committee Members:

Evaluate and vote on ENF applications.
Ensure confidentiality and impartiality in the review process.
Represent various campus constituencies (faculty, tenure-track, non-tenure track, exempt staff, non-exempt staff).
Promote the availability of the ENF within their respective constituent groups and encourage these constituent groups to support the ENF with donations
Provide a member to serve as Committee Secretary in charge of record-keeping.

Ex Officio:

A representative from the UT Office of General Counsel may provide confidential legal advice when needed.

Definitions

Emergency Needs Fund (ENF): A fund established to provide emergency financial assistance to UTK faculty and staff facing unforeseen crises.
Qualifying Event/Emergency: Any sudden, unforeseen event that directly impacts an eligible employee, such as a natural disaster, severe illness, or other life-altering incident.
Eligible Employee: A UTK employee who meets the criteria outlined in Section 3, including successful completion of the probationary period and classification as a regular employee (75% or more of full-time).
Financial Hardship: A condition where an eligible employee experiences a sudden inability to meet essential financial obligations due to a qualifying emergency.

Procedure

Application Process:
- Faculty or staff seeking emergency financial assistance must submit an application electronically via a secure online form. Accommodation will be provided for those unable to submit electronically.
- The application must include a description of the qualifying emergency, documentation of the financial impact, and any additional supporting information as requested.
Initial Review:
- The Human Resources Employee Relations team will first review all applications for completeness, veracity, and adherence to eligibility criteria. Applications will be anonymized before being forwarded to the review committee.
Committee Review and Decision:
- The ENF Committee—administered by the Human Resources Department—consists of seven members representing various constituencies (including faculty (tenure- track and non-tenure track), staff (exempt and non-exempt), Provost office, Human Resources, and Advancement). A quorum of four members is required, and an affirmative vote of at least four is necessary for approval.
- The ENF Committee will meet on a rolling basis, with at least one scheduled quarterly meeting. Meetings will be arranged with a minimum of 24 hours’ notice.
- If additional information is needed, the Committee will request further documentation through the HR Employee Relations team. Applicants will have two weeks to provide the requested information.
- The maximum monetary support is limited to $1,000 per 12-month period and $3,000 over an individual’s lifetime. After a successful award, the applicant must wait 90 days before reapplying.
Notification and Payment:
- The Committee Chair communicates the funding decision to the applicant via the Human Resources Employee Relations Team. This taxable payment will be released with the next available payroll cycle using the employee’s existing direct deposit arrangement. Appropriate tax documentation will be provided to recipients as needed; neither the Committee Chair nor committee members will offer personal tax advice.
Appeals Process (if necessary):
- Applicants may appeal a committee decision in writing within 14 days, providing any new or additional documentation. An Appeals Subcommittee, comprised of three members not involved in the original decision, will review and provide a final decision within 30 days. Decisions made by the Appeals Subcommittee are final and binding.
Record-Keeping and Reporting
- The Committee will maintain records of all applications, decisions, and disbursements. Records will include the number and type of applications received, funding amounts awarded, fundraising efforts, and any conflicts of interest. Annual reports will be submitted to the Chancellor (or designee) summarizing the ENF’s activities and financial status.

Penalties/Disciplinary Action for Non-Compliance

Failure to follow guidelines in preparation and submission of application for ENF support will prevent UTK faculty and staff having their applications considered by the Committee and an awarding of assistance. In extreme cases, misrepresentation or fraud in the application process may be subject to disciplinary action, up to and including termination of employment, in accordance with UT policies. Additionally, employees found to be misusing the fund may be required to reimburse the awarded amounts.

Campus Responsible Official & Additional Contacts

This Campus Responsible Official and Additional Contacts section contains those who are responsible or share certain policy responsibilities, organized by subject matter, such as monitoring compliance with the policy, providing additional guidance on policy clarifications, organizing policy training, updating the policy, etc.

Subject Matter

Office Name

Telephone

Number

Email/Web Address

Policy

Clarification and Interpretation

UTK

Human Resources

865-974-6642

hr@utk.edu

Policy Training