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In this month's issue:
June Calendar
SPOTLIGHT
P-Card and Travel Card Document Imaging
Who's
Who
HUB Vendor of
the Month
FINANCE
Historically Underutilized Business (HUB) Statistics
P-Card and Travel Card Contacts
Policy Review Process/Policy Updates
HUMAN
RESOURCES
Reminder PCD Checklists are Due
Soon
Updates for the Authorization to
Conduct a CHRI
Printable
Version
If you
have comments
contact Sara Carter at
scarter@uh.edu
Contents Edited by the Administration & Finance Customer Service Center
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June 2007 - BUSINESS
NOTES AND NEWS
Policy Review
In an effort to streamline the policy review
process, there will now only be four
quarterly policy review periods to coincide
with the four quarterly approval periods.
The four quarterly reviews will begin on
the following dates:
June 1, September 1, December 1, and March
1
If a draft document is not ready to enter
the review process by these dates it will be
held until the beginning of the next review
period. If you are sending policy revisions,
please keep these dates in mind.
To assist Subject Matter Experts and the
university community, Business Services will
provide matrices for the SAMs and MAPPs on
the SAM and MAPP web sites.
Business Services will also send reminder
notices to the policy Subject Matter Experts
so that MAPPs and SAMs are consistently
updated in a timely manner.
If the Subject Matter Expert needs to
change a policy or procedure prior to the
beginning of a review process, they may do
so via an interim SAM or MAPP that is
approved by the Subject Matter Expert’s Vice
President and the President or Chancellor.
The Subject Matter Expert would then need to
follow up with an updated SAM or MAPP to be
part of the next review process. Business
Services will make every effort to assist
the Subject Matter Expert in communicating
interim policies and procedures to the
College/Division Administrators and
departmental business staff, and component
university representatives, as appropriate,
via the Business Notes & News e-newsletter
and the SAM and MAPP Listservs.
If you have any questions about the policy review process or about policies at the System or University, please contact Sara Carter at 3-6885.
The following is a chart, outlining the
dates for the Policy Review Process:
| |
1st
Quarter |
2nd
Quarter |
3rd
Quarter
|
4th
Quarter |
|
Begin
Review |
September 1 |
December 1 |
March
1 |
June 1 |
|
Cabinet/SEG
|
October 31
|
January 31 |
April
30 |
July 31 |
|
Approval
|
November 30 |
February 28 |
May 31
|
August 31 |
Policy
Updates
The following chart provides the current
policy updates through May 31, 2007.
Official .PDFs of these policies and
procedures can be found at
www.uh.edu/mapp
or
www.uh.edu/sam.
Policy Updates as of May 31, 2007
|
MAPP Name and Number |
Date Revised |
Change to Policy |
|
MAPP 02.02.05 - Moving and
Relocation Expenses |
2/28/2007 |
Updated the IRS Standard mileage
rate and changed the procedure for
payments made directly to the moving
company. |
|
MAPP 05.04.02 - Reconciliation of
General Ledger Cost Center Balances |
2/28/2007 |
Modified the time period that a
verification report must be retained
so that a department now must retain
the prior year-end verification and
the verifications for all the
accounting periods in the current
fiscal year. |
|
MAPP 12.01.01 - Scholarship
Administration |
2/28/2007 |
Establish criteria for the
administration, accounting and
stewarship for college and
institutionally administered
scholarships. |
|
SAM Name and Number
|
Date Revised |
Change to Policy |
|
03.A.12 - Exemptions from State of
Texas Taxes |
2/28/2007 |
The exhibits in this
document were replaced with links to the Tax
Department web site. Also, language was
added to state that tax for items purchased
for university use may be reimbursed from
university funds, with the exception of
sponsored project funds. |
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03.A.15 - Expense Report Preparation |
2/28/2007 |
An expense report may be attached
to a voucher as a separate document and
signatures required on the expense report
may be included on the voucher itself. |
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03.D.06 - Taxable Fringe Benefits |
2/28/2007 |
Updated the IRS standard mileage rate. |
|
03.G.03 - Financial System
Verification of Cost Center
Transactions |
2/28/2007 |
Modified
the time period that a verification report
must be retained so that a department now
must retain the prior year-end verification
and the verifications for all the accounting
periods in the current fiscal year. |
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03.G.05 - Requirements for Utility
Bill Audits |
2/28/2007 |
Updated to change the
responsible party from UHS Controller to
Associate Vice Chancellor for Finance. The
requirement to submit the audit report to
the Governor was also removed. |
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