MAPPs Approved In Quarter 2, Fiscal Year 2011

The following Manuals of Administrative Policies and Procedures were approved by the President as official university policy during December, 2010 for Quarter 2, Fiscal Year 2011:
MAPP Number and Name
Date Approved
Summary of Changes
01.03.03 – Business Continuity Planning
MAPP 01.03.03 was updated to identify the four elements of the business continuity plan (business impact analysis, security risk assessment, recovery strategy, and disaster recovery plan) required by TAC 202.74. The responsible party was also updated. These changes were proposed by the Department of Public Safety.
04.01.03 - Vouchers
The following changes were made to MAPP 04.01.03:

• All references to the Comptroller’s Purchase Policies and Procedures Guide were changed to the eXpendit website per current operating procedures.

• In Section II, the third paragraph was removed that referenced vendor hold status. The information on vendor hold status was added to Section IV.A, and added a reference to the web site.

• In Section V, hazardous chemicals, pharmaceuticals, and other controlled substances were removed from purchases that need a purchase requisition.

• Addendum A was removed; this information is now located in Section V.D.

• In Section VII.C, the Purpose and Benefit rules for submission of a voucher was revised. In Section VII.F, the employee proof of payment reimbursement statement was removed. Section VII.G was updated with Texas sales tax information. Section VII.M was rewritten to document the cost parameters for offset printing services.

• Section VIII was added to address additional requirements for reimbursements.

• In Section IX. A (2), the information for mailing checks overnight was updated to reflect current operating practices.

• In Section X, a paragraph was added to address the procedure for state purchase vouchers not supported by a formal contract or purchase order.
These changes were proposed by the Office of Finance and the Office of Procurement.
04.01.08 - Historically Underutilized Businesses (HUBs)
Section IV of MAPP 04.01.08 was broadened by removing reference to specific types of contracts. This section was also adjusted to identify the source of the utilization goals. Section IV was also updated to emphasize HUB vendor opportunities to complete for all contracts. Section IV E added a requirement for conducting a forum or fair for HUB vendors participating for all building construction contracts. The requirement to provide contractors with a list of certified HUBs for subcontracting was removed from Section V E. Offices, titles and code references were updated throughout the document. These changes were proposed by the Office of Finance.
05.04.03 – Physical Inventory of Goods For Resale, Manufacture, or Repair
A statement was added to MAPP 05.04.03 to allow the sale of obsolete goods (such as old computers) at a discounted price. Links were added to the applicable forms to replace five addendums. These changes were proposed by the Office of Finance.
07.02.01 – Fire and Life Safety
In MAPP 07.02.01, the responsibilities of issuing permits for commercial tent installations, permits for temporary impairment of fire protection systems, and permits for the installation of fire protection systems were added to the fire marshal. Position titles and the responsible party were also updated. These changes were proposed by the Department of Public Safety.

The updated documents are available at the Official Manual of Administrative Policies and Procedures web site at



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Policies and Procedures Coordinator
Peggy Levy