SETPEMBER 2007 - EMPLOYEE
FOCUS
Key Dates for September
The following are some of the dates to
remember for September from the
FY07 and
FY08 Key Dates Calendar for UH/UHSA
Departments.
September 4
Departments can begin creating and
submitting journal entries for period 998 to
General Accounting.
Employees enrolled in FY08 mandatory
training receive an email with a link to
online training, which must be completed by
December 31, 2007.
Employees who must complete the Consulting
and Related Party Disclosure form will
receive an email with a link to the form
(same location as online training), which
must be completed by December 31, 2007.
September 7
Deadline for submitting accounts
receivable reconciliation as of August 31
and write-off memos to General Accounting.
Deadline for submitting consumable/resale
inventory as of August 31 to General
Accounting.
September 14 (Noon)
Deadline for submitting period 998 journal
entries to General Accounting and FY07
payroll reallocations to Payroll.
September 17
Finance sends list of proposed FY08
encumbrances for phone equipment, long
distance, and postage to College/Division
Administrators.
Finance posts AP accruals in period 998
for vouchers that posted September 1-15 with
a Goods Received Date before September 1.
September 18
Finance posts AP accrual reversal in
period 1 (September).
September 21
Target close for period 998 for department
cost centers. Finance will send an email
when 998 is actually closed for department
cost centers.
Deadline for College/Division
Administrators to send revisions to FY08
proposed encumbrances for phone equipment,
long distance, and postage to Finance.
September 24
Finance creates encumbrance journals for
FY08 phone equipment, long distance, and
postage.
HUB VENDOR OF THE MONTH
WHO:
Burgoon Company
President and Owner: Nancy Evans
What We Do: We sell industrial,
laboratory, medical, and safety supplies and
equipment to government agencies and prime
contractors. We also offer value-added
services such as installation, management of
onsite stockroom facilities, sourcing, and
one-stop shopping to help our customers meet
their vendor-based reduction goals.
Our Customers: State and federal
agencies including the University of
Houston, Texas A & M, NASA, UTMB, UTMD
Anderson as well as other University of
Texas components, and many more.
How to Find Us:
Email orders to
office@burgooncompany.com.
Call us at 409-766-1900
One Thing Our Company We Would Like UH To
Know:
We have many certifications, such as HUB,
HUB Zone, SDB, DBE, and WBE. Our Woman-Owned
Business enables its employees to achieve
their goals, accomplish their dreams, and
elevate the lives of their families.
Interesting Fact About The Company:
We are located in Galveston, but we consider
our business to be global and beyond, as a
supplier to NASA. We also are extremely
proud of receiving the 2006 Oak Ridge
National Laboratory Subcontractor of the
Year Award.
We will celebrate our 20-year anniversary on
January 1st, 2008, and this is a great
source of pride for us as well.
For further information on this or other
HUB vendors contact the University of
Houston HUB Operations Department:
Sandra G. Webb – (713) 743-5662
E-mail:
sgwebb@central.uh.edu
Please be sure to check out Vendor Special
Offers
by visiting the HUB Home Page by clicking
here!
Who’s Who in Administration & Finance
Who:
Clausezette Davis
Employment Representative 2
Years of UH Service:
One Month (1)
Department:
Human Resources
How to Contact Me:
cdavis5@central.uh.edu
713-743-5778
Where to Find Me:
347 McElhinney Hall - 3rd floor
|
 |
When to Call Me (What you do):
It is my honor and pleasure to assist my
Departments; please do not hesitate to call
me for assistance with any of your
employment needs and/or concerns.
What I Like Best About My Job:
I love the interaction that I have on a
daily basis with a diverse client group
internally and externally. I also enjoy the
fact that as part of Human Resources we are
primarily here as a service to employees.
Last but certainly not least I am looking
forward to a long lasting working
relationship with a very dynamic Human
Resources Team here at the University of
Houston.
Period 998 FAQs
Q: WHAT is period 998?
A: The accounting period following period 12
used for year-end adjustments.
Q: What kind of transactions CAN be
processed in period 998?
A: The following transactions:
• GL journals transferring expenses from one
cost center to another, including state to
local and local to state. Make sure the
expense is allowed on the cost center
receiving the expense (i.e., the debit cost
center). Finance will prepare the voucher to
transfer expenses between state and local
cost centers. See Creating 998 Journal
Entries under Year-End Procedures on the
References page:
http://www.uh.edu/finance/pages/References.htm
• GL journals transferring revenue from one
cost center to another only where allowed.
• GL journals transferring fund equity from
one cost center to another only where
allowed. See Fund Equity Transfers under
Transaction Processing on the References
page:
http://www.uh.edu/finance/pages/References.htm
• GL journals to clear P-Card liability
(20109) and Travel Card liability (20110)
balances. These balances should be zero at
all times under the new SDOL procedure, but
must be zero at year-end.
• Payroll reallocations and payroll suspense
(16100) clearing for FY07.
Q: WHEN can I create and submit period 998
(FY07) transactions?
A: From September 1 to September 14 (noon).
Q: What type of transactions CANNOT be
processed in period 998?
A: The following transactions:
• Cash deposit journals. Cash received by
August 31 should be deposited in period 12.
• Vouchers and SC vouchers.
• GL encumbrance journals (except by Finance
for accrued PO vouchers).
Q: What ADDITIONAL transactions will be
posted to department cost centers in period
998 by Finance?
A: The following transactions:
• Accrual journal entries for vouchers
posted Sept 1-15 with a Goods Received Date
prior to Sept 1. These journals will
increase expense in FY07. Finance will run
the UHS_AP_VOUCHERS_TO_ACCRUE query to
determine the accruals.
• Short-term interest income allocated to
certain cost centers, which will increase
revenue.
• Administrative Service Charges for
transactions posted in period 998 on
auxiliary (fund 3) cost centers. These
journals will increase expense.
• Indirect Cost expense and encumbrance
journal entries for transactions posted in
period 998 on sponsored project (fund 5)
cost centers. These journals increase
expense.
If you have any questions, please call Mike
Glisson at 713-743-8706.
Mileage Rate for FY2008
The mileage reimbursement rate for FY08 will
be 48.5 cents per mile, which is the rate
authorized by the Comptroller’s Office. The
new mileage rate should be used for all
mileage incurred on or after September 1,
2007. Mileage Reports that may be used to
document reimbursable mileage are located on
the
AP travel website.
Per diem for overnight travel in Texas will
still be $36 for meals per day and $85 for
lodging per night. See meal and lodging rate
for out-of-state overnight travel
here.
Historically Underutilized Business (HUB) Statistics
University of Houston HUB use for August
2007 = 22.14%
UH System Administration HUB use for August
2007 = 59.80%
UH/UHSA departments with 90% HUB use or
higher that spent at least $100 in August
2007
|
College/Division |
Department
|
HUB Use |
Total
Purchased |
| Technology |
CENTER FOR FUTURE OF HEALTH |
100.00% |
414.02 |
| Graduate College of Social Work |
LEADERSHIP & CHANGE |
100.00% |
352.32 |
| Student Affairs |
URBAN EXPERIENCE VPSA |
100.00% |
3,783.24 |
| Administration and Finance |
INST - PLANT OPERATIONS |
99.97% |
313,888.64 |
| University Advancement |
CREATIVE SERVICES |
97.07% |
18,493.30 |
| Chancellor/President |
GOVERNMENTAL RELATIONS |
96.04% |
2,907.89 |
| Honors College |
HOUSTON TEACHERS INSTITUTE |
93.66% |
234.08 |
| Engineering |
INDUSTRIAL ENGINEERING |
91.50% |
14,265.50 |
| Education |
HUMAN DEVELOPMENT LAB |
91.22% |
1,264.33 |
The above percentages include
HUB-eligible voucher and P-Card payments for
August 2007. However, HUB subcontractor
payments are not included in the monthly HUB
statistics but are included in the
semi-annual and annual HUB reports.
HUB reports by college/division and
department are posted
here.
See the
HUB Vendor Directory
for a list of frequently-used HUB vendors.
You can also call Sandra Webb at x35662 or
Alan Philips at x35671 if you need help
finding a HUB vendor
Policy Changes
The following policies include those that
have been sent to signature for the quarter
ending August 31, 2007 as well as policies
approved during the quarter:
|
MAPP Name
and Number |
Date
Revised |
Change to
Policy |
| 01.03.03
– Business Continuity Planning |
08.31.2007 |
MAPP 01.03.03 was drafted to
establish the framework and define the roles
and responsibilities for the preparation,
updating, and monitoring of university
Business Continuity Plans. |
|
02.03.03 – Employee Orientation and
Sign-up |
08.31.2007 |
In MAPP 02.03.03, the sample
Employee Authorization Request has been
eliminated as this is no longer in use.
Information about the forms currently
required by Human Resources for orientation
has been added. |
|
02.05.02 – Time and Effort Reporting |
08.31.2007 |
Section II.H. of MAPP 02.05.02
has been modified to require that
college/division administrators assure that
staff working on sponsored projects receive
the web-based training for time and effort
reporting. |
|
02.06.01 – Staff Training and
Development |
08.31.2007 |
Section VIII has been added to MAPP 02.06.01 to explain the mandatory
training process for all employees and the
mandatory training process for employees,
who are involved in certain roles at the
university, which requires specified annual
training for access to Financial and other
systems. |
|
04.01.01 – Purchase of Goods,
Materials, and Supplies through the
Purchasing Department |
08.31.2007 |
Changes to 04.01.01 eliminate the
“live animals” procurement process, as this
is addressed elsewhere and eliminate wording
that references Service Center Requisitions
and instead references the Printing Order
Form, when ordering from the UH Printing
Department. |
|
04.01.11 – Procurement Card |
08.31.2007 |
MAPP
04.01.11 has been completely re-written to
eliminate redundant information, which is
currently housed on the UH Finance
Department web site. |
|
04.02.01C – Corporate Travel Card |
08.31.2007 |
The Corporate Travel Card application has
been updated to include the current
application in MAPP 04.02.01C. Also,
information related to the name of the bank
has been removed to make the provisions more
general. The appeals process described in
Section VII.B.3 has been deleted. |
|
04.02.05 – Travel Card |
08.31.2007 |
New MAPP
04.02.05 related to the administration of
the University’s Travel Card program has
been created to provide policy and procedure
provisions for the departments related to
this program. |
|
05.02.01 – Expenditures and
Expenditure Authority |
06.12.2007 |
MAPP 05.02.01 was
updated to reflect current procedures for
the authorization of expenditures within
colleges and divisions of the University of
Houston. Changes to this document include
language defining the role of “Department
Approver” in regards to transactions for a
college or division that are processed
through workflow and updating names and
titles throughout the university. This MAPP
was signed in February; however, some
additional revisions were made to this
document, including the practice of
approving some university transactions like
telecommunication and Plant Operations work
requests via e-mail. |
|
05.02.04 – Payments to Human
Subjects/Participants in Sponsored
Projects |
08.31.2007 |
Subcode information has been
replaced with current expense account data
in MAPP 05.02.04. Outdated information about
obtaining a purchase voucher through Student
Financial Services for payments to human
subjects has been eliminated and updated
with information about operational cash
advances. |
|
06.05.03 – Motor Vehicle Record
Evaluation |
08.31.2007
|
Changes were made to MAPP
06.05.03 to correct the Environmental Health
and Risk Management department’s name and
website. |
|
09.03.01 – Reservation and License
of University Facilities |
08.31.2007 |
Revisions
were made to MAPP 09.03.01 to reflect the
current locations to reserve on-campus
space. Addendums B & D have been removed and
included as links to the updated forms. |
|
12.03.01 – Extension Programs |
08.31.2007 |
MAPP 12.03.01 was written to provide
policies and procedures for submission and
review of university extension programs. |
| MAPP
05.02.02 – Official Functions and
Discretionary Expenditures |
07.30.2007
|
MAPP
05.02.02 was updated to increase the per
person business meal expenditure amount from
$75 to $100. |
| MAPP
05.03.04 – Undergraduate Tuition
Rebate |
07.30.2007
|
MAPP 05.03.04 was updated to
reflect current policy in the governing
Texas Education Code. Changes to this
document include language defining degree
completion as well as allowable hardships a
student may use to petition this maximum
time limit. A student checklist has been
attached to the policy, and the Request for
Undergraduate Tuition Rebate form has been
updated. |
|
SAM Name
and Number |
Date
Revised |
Change to
Policy
|
|
01.A.01 – Administrative Memoranda
System |
08.31.2007 |
Updates were made to SAM 01.A.01
to provide information about the quarterly
review and approval process for SAMs and
eliminate wording related to the hard-copy
distribution of SAMs, as the most current
versions of these documents are available on
the SAM web site. |
|
01.B.07 – Facilities Acquisition,
Construction, or Renovation –
Interim |
08.31.2007 |
Interim SAM 01.B.07 was created
to define a process for approval of projects
with total costs greater than $1,000,000. |
|
01.C.01 – Risk Management Policy
|
08.31.2007 |
Section 4.1.a. of SAM 01.C.01 was
eliminated, which describes the invitation
to bid process for the selection of
insurance companies. Information on the
liability claim reporting and property claim
processes was added to Section 5.1.b. |
|
01.C.02 – Allocation of Insurance
Premium and Claim Reimbursement |
08.31.2007 |
The
current names of the System’s insurance
premiums have been updated in SAM 01.C.02.
01.C.03 – Reporting Work-Related Injuries
and Illnesses 08.31.2007 In SAM 01.C.03,
section 3.2., the title “Office of Attorney
General Workers’ Compensation Division
Handbook” has been replaced with “State
Office of Risk Management.” |
|
01.D.06 – Protection of Confidential
Information |
08.31.2007 |
New SAM 01.D.06 has
been drafted to outline the roles and
responsibilities of the System Privacy
Officer related to effectively managing and
protecting confidential information. |
|
03.A.06 – Establishment,
Maintenance, and Discontinuance of
Credit Card Services |
08.31.2007 |
SAM 03.A.06 has been rewritten to
conform to current system policies and
procedures. |
|
03.A.09 – Manual Checks |
08.31.2007 |
In
Section 4.2 of SAM 03.A.09, “State of Texas
Purchase Voucher” has been replaced with
“purchase voucher,” to more accurately
reflect current System policy.
|
|
03.A.10 – Requests for Funds from UH
Foundation |
08.31.2007 |
To coincide with UH
Foundation processes, we have removed the
word “Friday” from section 2.6 of SAM
03.A.10 and opted to make this phrasing more
general, as UH Foundation sets the
deadlines, not the System. We have added a
link to the required Foundation Payment
Request Form, which is required to be
submitted to General Accounting at the same
time the UH Foundation Check Request is
being sent through the approval process. |
|
03.A.25 – Representation Allowance
|
08.31.2007 |
In Section 3.2 of SAM 03.A.25,
“The Office of the Vice Chancellor for
Administration and Finance” has been
replaced with the “Office of Business
Services,” as the expenditure tracking for
UH Foundation Check Requests is handled by
this office. |
|
03.D.07 – Direct Deposit of Salaries |
08.31.2007 |
Section 3.5 of SAM 03.D.07 was
added to reflect current direct deposit
reversal practices. The sample Direct
Deposit Authorization Forms were also
removed as they are no longer in use, and
any references to these forms have been
replaced to reflect the current practices in
PASS.
03.F.04 – Cash Handling 08.31.2007 SAM
03.F.04 has been rewritten to conform to
current system policies and procedures. |
|
03.F.07 – Foreign Bank Accounts |
08.31.2007 |
As part of its regular review, wording in
Section 4.3.b. of SAM 03.F.07 was changed
from “component” to “component university,”
to be consistent with other SAMs. Section
4.1.j. was also added to include recent IRS
reporting responsibilities. |
|
04.A.02 – Audits by Internal
Auditing |
07.30.2007 |
SAM 04.A.02 was modified to
remain consistent with Board of Regent
Policy 41.01.1.E. The chancellor’s approval
was required prior to internal audit’s
request for review of financial records of
private support organizations and
foundations chartered for the benefit of the
System or any part thereof. This restriction
has since been lifted in the BOR policy and
is now reflected in the related SAM. |
Official .PDFs of these policies and
procedures can be found at
www.uh.edu/mapp
or
www.uhsa.uh.edu/sam.
Change to Business Meal Limit
Effective July 17, 2007, the per person
limit on business meals changed from $75 to
$100, including tax and gratuity. Business
meals that cost more than $100 per person
must be approved by the appropriate vice
president. This applies to business meals
reimbursed to employees or charged to a
Local P-Card (food and beverage is not
allowed on a State P-Card).
See
MAPP 05.02.02, Official Functions and
Discretionary Expenditures, for more
information on business meals and other
official function expenditures.
FOREIGN NATIONAL Employees
HR is unable to process a new hire PAR
without a Social Security Number (SSN). A
statement of employment is required for
foreign nationals to take to the Social
Security Administration in support of their
application for an SSN. For your
convenience, a template is on the
International Student & Scholar Services
website at
http://issso.uh.edu/f1/SSN.html.
The SSA will provide a receipt letter to the
employee when they apply for an SSN. If an
employee does not yet have an SSN, please
attach a copy of this receipt letter to the
PAR. This will allow us to assign a
Temporary ID and enter the PAR into
PeopleSoft.
Once the employee receives the SSN, please
have them bring the SSN card to Carolyn
Williams at 347C McElhinney Hall. She will
update the PeopleSoft system.
Also, the foreign national signup package
can be found
here.
Please ensure that the employee completes
these forms and provides a copy of their
passport, visa, I-94 card and I-20 (for an
F-1 student) or DS 2019 (for a J-1 Scholar).
Many countries have tax treaties with the
USA. In order for an employee to receive
treaty benefits, the foreign national tax
forms are required. Without these documents,
the employee will be responsible for paying
federal income taxes. HR will coordinate
this process with the Tax Compliance Office.
Changes in Employment
Beginning August 21, Laura Stewart,
Employment Representative 1 will be
transitioning into a new role as an interim
Compensation Analyst with our Compensation
department. We expect her to remain in this
role until at least the end of this year.
In her place as your interim Employment
Representative, we would like to welcome
back Desi Miller - we’re excited to have her
back in HR! Desi has worked with many of you
before in this same capacity so we are sure
this will be a fairly smooth transition.
Laura Stewart’s email address will remain
the same; however, her new phone extension
will be 3-3689. To contact Desi Miler you
may email her at
dlmiller2@uh.edu or call
her at her new phone number 3-1353.
In addition to this change we have a new
Employment Representative 2. Clausezette
Davis joined us six weeks ago from Perry
homes where she was their corporate
recruiter and before that she worked as a
recruiter at Texas Children’s Hospital. We
are honored to have her working with us. She
can be reached at 3-5778 or e-mailed at
crdavis5@central.uh.edu. Clausezette is
looking forward to a long lasting working
relationship with a very dynamic clientele
and Human Resources Team here at the
University of Houston; so, do not hesitate
to call or e-mail her for assistance with
your employment needs and/or concerns.
Manager's Toolbox
Human
Resources Employment is pleased to announce
a new addition to our HR website, the
Employment Manager’s Toolbox. The Employment
Manager’s Toolbox was created to assist
helping managers and department/division
business administrators by centralizing
employment information such as employment
laws, hiring processes, guidelines, and
forms. The Employment Manager’s Toolbox has
been divided into six different sections;
below is a brief overview of what can be
found in each of the sections.
1. AA/EEO or Affirmative Action Equal
Employment Opportunity section of the
website provides important information
regarding the federal laws that are set in
place to protect both the individuals
applying for positions at UH and those
already employed by the university.
2. Recruitment Process link provides
detailed information and useful guidelines.
This section includes information about job
requisitions, getting a position posted on
our job website, external advertising
options, and alternative hiring options.
3. Selection Process provides you
with what you need to know for the interview
stage of candidate selection; everything
from how to identify which candidates to
interview to determining which interview
method(s) may best meet the needs of your
department.
4. Hiring section provides
information that can help ensure that your
new hire transition is smooth by providing
information on the hiring process, closing a
position, and necessary documentation to be
completed. In this section you can also find
our new I-9 manual.
5. Forms section of the Toolbox
provides links to all of the necessary forms
that are needed for both prospective and
newly hire employees. This section also
provides information and a link to
completing the W-4 via PASS.
6. F.A.Q. provides answers to some of
the most frequently asked questions that
Employment receives. Various issues are
covered including internal candidates and
common OJS questions as well as process
questions dealing with hiring a new
employee, PAR submission, and New Hire
Orientation.
To view the new Manager’s Toolbox, click
here.
Unveiling the Manager’s Toolbox is one of
the many new projects HR has been working on
to better meet your needs and expand the
knowledge about our processes and services
offerings. We have provided a
survey for the new Manager’s Toolbox and
we would greatly appreciate your feedback
and any suggestions for future additions. If
you have any questions please feel free to
contact your Employment Representative of HR
Generalist.
HRMS Training
Training Administration has added new dates
to the Query and PAR courses on the
HRMS
website. To sign up, log into your PASS
account and click on “Training.” Further
enrollment instructions are available on the
Training website. You may also visit the
PASS Tutorial for detailed screen shots.
September Calendar
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