MAPPs Approved In Quarter 3, Fiscal Year 2011

The following Manuals of Administrative Policies and Procedures were approved by the President as official university policy for Quarter 3, Fiscal Year 2011:
MAPP Number and Name
Date Approved
Summary of Changes
MAPP 02.01.01 - Pay Guidelines for Staff Employees (Interim)
05/16/2011
Interim designation based on Texas Workforce Commission audit in 04/2011. Applied revised MAPP template and added new Revision Log. Added hyperlinks to documents and web sites throughout the procedure. Added Interim Assignment and Promotion to Section III; updated other definitions to reflect current operating requirements. In Section V.B, institutional increases above the maximum salary range require prior approval from Human Resources only. Added Section V.B.4 on the process of merit increase communication to employees. Updated Section V.D.1.j on the prior approval process for promotional rates above the midpoint. Updated Section V.D.10 definition for additional compensation. Removed Index terms.
These changes were proposed by the Human Resources officers. MAPP 02.01.01 received interim designation during the 3rd Quarter, Fiscal Year 2011.
MAPP 02.01.02 - Classification of Staff Jobs (Interim)
04/25/2011
Interim designation based on Texas Workforce Commission audit in 04/2011. Applied revised MAPP template and new Revision Log. Commissioned law enforcement jobs will be part of MAPP 02.01.02. Section III definitions for Exempt Job, Job, Job Title, Job evaluation, Lateral transfer, Midpoint, Nonexempt job, Position, Promotion, Position Request Form (ePRF), Quartiles, and Reclassification were revised to reflect current operating requirements. Job Description Addendum was removed from Section III. The Chief Human Resources Officer was given the responsibility for provisions as documented in Section IV.A. In Section VI.A, complexity and problem solving was removed from the job evaluation plan, and job pay grades are based in relationship to the job hierarchy and market value. The documentation on requests for job evaluation was removed from Section VI.B. Section VI.F was removed. Section VII was revised to reflect current operating practices. In Section VII.F, pay structures are reviewed annually. In Section VIII.B and VIII.C, the ePRF form is documented as part of the reclassification process; other pertinent information should be included with the ePRF. Section IX on Reporting was removed.
These changes were proposed by the Human Resources officers. MAPP 02.01.02 received interim designation during the 3rd Quarter, Fiscal Year 2011.
MAPP 02.01.03 - Overtime/
Compensatory Time (Interim)
04/25/2011
Interim designation based on Texas Workforce Commission audit in 04/2011. Applied revised MAPP template and added Revision Log, Revised definitions in Section III for Nonexempt employee and Overtime pay. Added Section IV.D to document manager responsibility for planning workload and staffing requirements to minimize overtime work. Added Compensation section of Human Resources Department as contact for calculation of overtime pay for employees working multiple assignments in Section IV.E. Removed Section V. Section VI.B.2 documented forfeiture of compensatory time.
These changes were proposed by the Human Resources officers. MAPP 02.01.03 received interim designation during the 3rd Quarter, Fiscal Year 2011.
MAPP 02.01.05 - Shift Differential Pay (Interim)
05/13/2011
Interim Designation based on Texas Workforce Commission audit in 04/2011. Applied revised MAPP template and added new Revision Log. Added hyperlinks to documents where applicable. Combined the policy and procedure documents into one document. Removed reference to MAPP 02.01.05 and Index terms.
These changes were proposed by the Human Resources officers. MAPP 02.01.05 received interim designation during the 3rd Quarter, Fiscal Year 2011. These changes were proposed by the Human Resources officers.
MAPP 02.01.06 - Additional
Compensation - Exempt Staff (Interim)
04/25/2011
Interim designation based on Texas Workforce Commission audit in 04/2011. Applied revised MAPP template and new Revision Log. Added links to documents and web sites as appropriate. Revised Additional Compensation and Sponsored Funds definitions in Section III; added the definition for Multiple Employment. Added a requirement in Section IV.F concerning payment on a federal project of any kind for a portion of a month will not be allowed additional compensation for any employee working 100% FTE. Added Section IV.G on H1B employees and additional compensation guidelines. Added references to the electronic personnel action request (ePAR) as applicable. Added Section V.G on job code guidelines for teaching and non-teaching services. Added several references to Section VIII. Removed Addendum A and B, and added as links within the document.
These changes were proposed by the Human Resources officers. MAPP 02.01.06 received interim designation during the 3rd Quarter, Fiscal Year 2011.
MAPP 02.01.07 - Consulting and Paid Professional Service - Exempt Staff
05/17/2011
Applied revised MAPP template and added Revision Log. Changed MAPP title from "Consulting and Outside Employment" to "Consulting and Paid Professional Service." Added definitions for Additional Compensation and Multiple Employment. "Paid professional service" inserted for "outside employment" throughout the document. Removed Section V, Additional Compensation. Revised Section VI, Dual Office Holding. Revised Section VII.E to reflect current operating practices. Removed Section VIII.A. The responsible party was changed from the Chief Human Resources Officer to AVP for Finance. The review period was changed from May 1st to June 1st. Removed Index terms and added references. Removed Addendum A form and added to text as web link. These changes were proposed by the Human Resources Officers.
MAPP 02.02.01 - Family and Medical Leave (Interim)
05/17/2011
Interim designation based on Texas Workforce Commission audit in 04/2011. Applied revised MAPP template and added new Revision Log. Added web links to Section I, and removed information on procedures documented in MAPP 02.02.01. In Section II.A, a combined total of 26 workweeks of unpaid leave during a single 12-month period was documented for servicemembers (this was also updated in Section IV.F). The "Child" definition in Section III was updated. Section III.N. was reformatted and updated to meet the current definition for severe health condition. A link to the Application for Family and Medical Leave form was added to Section V.C and Section VI.A. Section VI.D was revised to emphasize that all supplemental documentation should be submitted to Human Resources. Section VI.G documentation indicates the employing department's responsibility to maintain timesheets. Section VII was retitled to emphasize activities during FMLA leave; the insurance coverage is documented in this section. In Section VIII.F, MAPP 02.04.06 was added for reduction in force cases.
These changes were proposed by the Human Resources officers. MAPP 02.04.01 received interim designation during the 3rd Quarter, Fiscal Year 2011.
MAPP 02.03.02 - Contracting for Services Using Contract Workforce vs. Employment
05/17/2011
Applied revised MAPP template and added new Revision Log. The addendums were removed from the policy and web links were inserted where appropriate. These changes were proposed by the Human Resources officers.
MAPP 02.03.03 - Employee Orientation and Sign-Up
05/17/2011
Applied revised MAPP template and added new Revision Log. Added information to Section I on faculty attendance in New Hire Orientation if unable to attend faculty orientation. Added the Personnel Data Sheet to required documentation for Section III.A. Registration Orientation and Review (ROAR) renamed New Hire Orientation (NHO) throughout the document. Section III.C rewritten to reflect current operating practices. Section III.D was updated to using the PeopleSoft version of the EPAR form. The review date changed from December 1st to March 1st. Removed Index Terms and added two references. Deleted Addendum A. These changes were proposed by the Human Resources officers.
MAPP 02.04.01 - Employee Grievances (Interim)
03/30/2011
Interim designation based on Texas Workforce Commission audit in 04/2011. Applied revised MAPP template and added new Revision Log. Section I was revised to remove specific details of the grievance process. Added Human Resources Representative and removed Post Dismissal Appeal terms from Section III, and reordered and redefined all other terms in the section. Section III and IV were rewritten to reflect current operating requirements. The responsible party changed from the AVP of Finance to the EVC/EVP of Administration and Finance.
These changes were proposed by the Human Resources officers. MAPP 02.04.01 received interim designation during the 3rd Quarter, Fiscal Year 2011.
MAPP 02.04.07 - Ethical Conduct of University Employees (Interim)
05/13/2011
Interim designation based on Texas Workforce Commission audit in 04/2011. Applied revised MAPP template and added new Revision Log. Applied hyperlinks throughout documents to references. Added "bribery" to Section II. Rewrote Sections VI and VII to reflect current operating requirements; included UHDPS and Internal Auditing to task force investigating ethics violations. Added Index term. Added web site address to Addendum A.
These changes were proposed by the Human Resources officers. MAPP 02.04.07 received interim designation during the 3rd Quarter, Fiscal Year 2011.
MAPP 02.04.09 - Exit Interviews
(Interim)
05/13/2011
Interim designation based on Texas Workforce Commission audit in 04/2011. Applied revised MAPP template and added new Revision Log. Section II.B and C were removed; a sentence was added to Section II concerning filling in the exit interview questionnaire either online or in person at the Human Resources Department. Added Electronic Personal Action Request (ePAR) to Section III. Changed responsible party. Added hyperlinks as needed.
These changes were proposed by the Human Resources officers. MAPP 02.04.09 received interim designation during the 3rd Quarter, Fiscal Year 2011.
MAPP 02.07.02 - Reasonable Workplace Accommodations for Employees With Disabilities (Interim)

Note: This is a New Procedure.
04/15/2011
Interim designation based on Texas Workforce Commission audit in 04/2011. This new procedure addresses how UH provides reasonable workplace accommodations to employees with disabilities.
This MAPP was drafted by the Office of Equal Opportunity Services (EOS). MAPP 02.07.02 received interim designation during the 3rd Quarter, Fiscal Year 2011.
MAPP 03.01.01 - Specialized Service Facilities
05/17/2011
Applied revised MAPP template and added new revision log. Retitled MAPP from "Service Centers (Recharge Centers)" to "Specialized Service Facilities." Rewrote entire procedure to reflect current operating practices, deemphasizing "recharge centers." Clarified Administration and Finance, Office of Finance – Cost Accounting Department responsibilities throughout the document. Removed all Addendums and index terms. These changes were proposed by the Office of Finance.
MAPP 04.01.01 - Purchase of Goods, Materials, and Supplies through the Purchasing Department
03/04/2011
For the initial revision,

1) The Catalog Information Systems Vendor Program (CISV) was removed and replaced with the Department of Information Resources (DIR) for procurement methods in Section III.B.3 and throughout the rest of the document.
2) Controlled substances were removed as items to be placed on requisition for a Purchase Order (PO); hazardous materials were added to Section III.C.2.a.
3) Section III.F.3.a was updated to remove the bid requirements for offset printing services under $5,000. The University Printing Department may still provide these services at any cost without competitive bidding. Offset printing services costing more than $5,000, however, must be submitted for competitive bidding or provided by University Printing Services without competitive bids.
4) Links were added for Addendum B and Addendum C.

The State Auditor's Office (SAO) requested management response and a corrective action plan regarding this MAPP on the topics of Limited Competition, Suspension and Debarment, General Controls, and Special Tests/Provisions.

1) Changes were made to Section III.A.6 documenting attachments to Purchase Orders for purchases over $5,000 to meet the SAO's findings.
2) Changes were made to Section III.G to require verification that the prospective vendor is not suspended, debarred, or otherwise excluded from federal contracts for POs and contracts that are paid in part with federal funds equal to or exceeding $25,000. This documentation meets the SAO's findings.
3) Section III.E.3 was also added (not part of the SAO findings) to indicate that Principal Investigators (PIs) have to sign sole source justifications.
These changes were proposed by Finance. MAPP 04.01.01 was reviewed during the 4th Quarter, Fiscal Year 2009.
MAPP 04.01.11 - Procurement Card
05/13/2011
MAPP 04.01.11 went through a scheduled review cycle in the Office of Finance/Procurement. After further review, no additional content changes were needed. The revised MAPP template and new revision log were applied as a housekeeping change.
MAPP 04.02.05 - Travel Card
05/13/2011
MAPP 04.02.05 went through a scheduled review cycle in the Office of Finance/Procurement. After further review, no additional content changes were needed. The revised MAPP template and new revision log were applied as a housekeeping change.
MAPP 05.02.02 - Official Functions and Discretionary Expenditures
05/17/2011
Applied revised MAPP template and added new Revision Log. Removed SAM 03.A.15 throughout the document. In Section II, documented that designated tuition funds (funds 2064, 2160, and 2164) may not be used for discretionary items, as indicated in current Addendum A. Also, federal indirect cost (fund 2072) may not be used to purchase alcoholic beverages. Added link to Official Functions - Approval Form throughout the document, removing original Addendum A. In Section V, added e-mail usage for required documentation. In Section VII, it was documented that expenses for business meals, including beverages, tax, and gratuity, shall not exceed $100 per person. No exceptions will be made. Business meal expenses within the limit may be reimbursed from permitted university funds if they are supported by the required documentation. The review date was changed from January 1st to June 1st. Removed all Index terms. Reformatted Addendum A's table header and removed information on whether items are taxable. Added Account 52205 on entertainment agents and Account 53901 on beverages to Addendum A. These changes were proposed by the Office of Finance. MAPP 05.02.02 was reviewed during Fiscal Year 2009, 4th Quarter.
MAPP 06.04.01 - Clinical and Research Use of Controlled Substances and Dangerous Drugs
05/25/2011
Applied revised MAPP template and added new Revision Log. Revised title from "Controlled Substances and Dangerous Drugs" to current title. Added statement in Section I to prohibit unlawful possession of a controlled substance or dangerous drug on property owned or controlled by the University. Updated the registration process and procurement process with web site forms and revised examples in Addendums A and B. Removed information on security cabinet specifications. Added information on maintenance of inventory and records. Removed information on record keeping, referencing 21 CFR 1304.21 and 22. Updated the disposal process to current operating practices. Replaced compliance review with employee screening procedure. Changed the responsible party, and added a reference to Title 37 of the Texas Administrative Code, Part 1, Chapter 13. Updated Index terms. These changes were proposed by Risk Management. MAPP 06.04.01 was reviewed during Fiscal Year 2011, 3rd Quarter.
MAPP 06.05.03 - Motor Vehicle Record Evaluation
05/17/2011
Applied revised MAPP template and added new Revision Log. In response to a regulatory audit, MAPP 06.05.03 was updated to require MVR checks for all employees that operate any vehicle for university business (not just university owned or leased). Section II.B was removed which states that the MVR consists of three years of in and out of state records. The use of a personal vehicle for conducting university business was defined and clarified in Section II. Out of state licenses were specifically identified as ineligible to operate university owned or leased vehicles. The necessity for MVR rush requests was removed due to recent procedure changes. The responsible party was also updated. These changes were proposed by Risk Management. MAPP 06.05.03 was reviewed during Fiscal Year 2010, 4th Quarter.
MAPP 10.03.06 - College/Division Responsibilities for Information Technology Resources
03/04/2011
MAPP 10.03.06 was updated in accordance with the Texas Administrative Code Title 1 Chapter 216. Project Management was added to Section II.A.5. Position reporting lines were added throughout Section II.B. Project Management Practices was included in Section II.D.5. The definitions section was removed and the references were updated. These changes were proposed by Information Technology. MAPP 10.03.06 was reviewed during Fiscal Year 2010, 3rd Quarter.
MAPP 10.03.07 - E-Mail Retention and Discovery
05/25/2011
The proposed MAPP 10.03.07 was written to to comply with state and federal law, to preserve e-mails which are state records of the university, to demonstrate fiscal responsibility by eliminating the need for unnecessary computer file. This new procedure was drafted by Information Technology. MAPP 10.03.07 was reviewed during Fiscal Year 2010, 4th Quarter.



The updated documents are available at the Official Manual of Administrative Policies and Procedures web site at
http://www.uh.edu/policyservices/mapp.

 

 





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Kathleen Milford
713-743-6885

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