MAPPs Approved In Quarter 1, Fiscal Year 2012

The following Manuals of Administrative Policies and Procedures were approved by the President as official university policy for Quarter 1, Fiscal Year 2012 (September, October, and November 2011):
MAPP Number and Name
Date Approved
Summary of Changes
MAPP 01.03.01 - Baseline Standards 09/07/2011 Applied revised MAPP template and added new Revision Log. Added the Manager of General Accounting to Section V, removing Business Services from the process. Baseline standards documentation was clarified in Section V.A. Changed the review period from every three years on or before January 1st to every three years on or before March 1st. Removed Section VIII and Index terms. These changes were proposed by the EVP of Administration and Finance/Office of Finance.
MAPP 01.03.01 was reviewed during the 1st Quarter, FY 2010.
MAPP 02.03.05 - Security Sensitive Positions 09/07/2011 Applied revised MAPP template and added new Revision Log. Provided minor housekeeping redlines by updating titles to meet current operating requirements. These changes were proposed by Human Resources during the Texas Workforce Commission audit.
MAPP 02.03.05 was revised during the Texas Workforce Commission audit [3rd Quarter, FY 2011].
MAPP 02.04.02 - Hours of Work (Interim) 09/07/2011 Interim designation based on Texas Workforce Commission audit in 04/2011. Applied revised MAPP template and added new Revision Log. Added Monday through Friday parameters to Section II B definition for flextime. In Section III.C, managers may modify schedules as circumstances dictate. Documentation was added to Section III.D on meal breaks and rest periods. These changes were proposed by Human Resources during the Texas Workforce Commission audit.
MAPP 02.04.02 (Interim) was revised during the Texas Workforce Commission audit [3rd Quarter, FY 2011].
MAPP 02.04.10 - Flexible Workplace Initiative (Interim) 09/07/2011 Interim designation based on Texas Workforce Commission audit in 04/2011. Applied revised MAPP template and added new Revision Log. Added a new Section III on Employee Eligibility. Rewrote entire procedure to reflect current operating requirements. These changes were proposed by Human Resources during the Texas Workforce Commission audit.
MAPP 02.04.10 (Interim) was revised during the Texas Workforce Commission audit [3rd Quarter, FY 2011].
MAPP 03.02.00 - Glossary of Postal Services Terms 09/07/2011 Applied revised MAPP template and added new Revision Log. Removed the Priority Mail definition. Added Address Change Service, Ancillary Service Endorsement, Change Service Requested, Coding Accuracy Support System, and Return Service Requested definitions. Changed surcharge of Business Reply Cards from $.10 to $.11; expanded the definitions for Flat, Nonprofit Bulk Mail, and Standard A Mail. Modified the definition of National Change of Address from 18 months to 48 months of moves. These changes were proposed by the Office of Printing and Postal Services.
MAPP 03.02.00 was reviewed during the 2nd Quarter, FY 2011.
MAPP 03.02.01 - Bulk Mailing Services Available 09/07/2011 Applied revised MAPP template and added new Revision Log. Change in title from "Special Services Available" to "Bulk Mailing Services Available." Added automated and manual services for folding, sealing, and tabbing; added glue-dots service. Removed the service for hand stamping. Changed the Service Center Requisition (SCR) requirement to the Department Mail Card (DMC) requirement. Updated the UH postal web site location. These changes were proposed by the Office of Printing and Postal Services.
MAPP 03.02.01 was reviewed during the 2nd Quarter, FY 2011.
MAPP 03.02.02 - Permit
Mailing - Bulk and First-Class
09/07/2011 Applied revised MAPP template and added new Revision Log. Changed the Service Center Requisition (SCR) requirement to the Department Mail Card (DMC) requirement. Added information in Section III.A on how to fill out the DMC form. Updated the UH postal web site location. DMC forms and other information must be faxed or scanned. Title of organization changed from Special Mail Services to Bulk Mail Services. Updated Addendum A with new Departmental Mailing Card. These changes were proposed by the Office of Printing and Postal Services.
MAPP 03.02.02 was reviewed during the 3rd Quarter, FY 2011.
MAPP 03.02.03 - Non-Permit Mailing 09/07/2011 Applied revised MAPP template and added new Revision Log. Updated requirements for the Department Mail Card (DMC). Updated the UH postal web site location. Updated Addendum A with new Departmental Mailing Card. These changes were proposed by the Office of Printing and Postal Services.
MAPP 03.02.03 was reviewed during the 3rd Quarter, FY 2011.
MAPP 03.03.01 - Property Management Overview 09/07/2011 Applied revised MAPP template and added new Revision Log. Section IV.A of MAPP 03.03.01 was updated to include the link to the department website which provides the Property Management Guidelines. A statement was added to
Section IV.B to require coordination between the disposing department and IT to ensure the appropriate disposal of data processing equipment that is not capitalized or controlled. Review period changed from every three years on or before December 1st to every three years on or before June 1st. Removed all Index terms from Section VII. These changes were proposed by the Office of Finance.
MAPP 03.03.01 was reviewed during the 3rd Quarter, FY 2010.
MAPP 04.00.00 - Code of Conduct - Procurement Responsibilities 09/07/2011 Applied revised MAPP template and added new Revision Log. The purpose and scope of MAPP 04.00.00 was updated to remove duplicative statements. An annual time frame was defined with regards to calculating the value of "benefits." Removed Section III.H definition of regular employee. Annual consulting reporting was expanded to include non-exempt employees with procurement responsibility. The annual certification process was adjusted to allow reporting and policy distribution via the web. Removed Addendums A and B. Changed reporting period from every three years on or before March 1st to every three years on or before December 1st. These changes were proposed by the Office of Finance/ Procurement.
MAPP 04.00.00 was reviewed during the 1st Quarter, FY 2010.
MAPP 04.01.10 - Prompt Payment and Payment Scheduling 09/07/2011 Applied revised MAPP template and added new Revision Log. The Social security number was removed from the list of acceptable vendor identification numbers in MAPP 04.01.10. A requirement to maintain documentation of the Goods Receipt Date during the time that the department retains a copy of the voucher was removed. Guidelines pertaining to receivers were also removed throughout the document. The requirement to submit vouchers not needing Accounts Payable's approval within one business day of college/division approval was removed. Section IX.B was modified to indicate that vouchers payable to external vendors are due to AP no later than 10 business days before the Net Due Date and that vouchers payable to employees, prospective employees, and students are due to AP no later than 15 calendar days after the department receives all of the required documentation to create the voucher, which is consistent with guidelines for voucher submission in MAPPs 04.01.03, 04.02.01A, and 04.02.01B. Addendums A, B, and C were removed from the policy and inserted as web links where appropriate. Changed review period from every three years on or before July 15th to every three years on or before December 1st. Removed Index terms. These changes were proposed by the Office of Finance/Procurement.
MAPP 04.01.10 was reviewed during the 1st Quarter, FY 2010.
MAPP 05.01.02 - Operational Cash Advances 09/07/2011 Applied revised MAPP template and added new Revision Log. Policy references were corrected throughout MAPP 05.01.02. Section IV.B was rewritten for clarity and "date" was further defined and given a time frame for issuance. Voucher processing instructions were also added to this section. Sections IV.C and IV.D were removed. The language was updated throughout Section V.A and a process of written notifications to clear advances was expanded. 120 days was changed to 180 days from the date of issuance for advances to be collected before being reported as taxable income to the custodian in accordance with IRS regulations. Removed Addendum A from the policy and inserted documents as web links where appropriate. Changed review period from every three years on or before November 1st to every three years on or before December 1st. Removed Index terms. These changes were proposed by the Office of Finance.
MAPP 05.01.02 was reviewed during the 1st Quarter, FY 2010.
MAPP 05.02.01 - Expenditures and Expenditure Authority 09/07/2011 Applied revised MAPP template and added new Revision Log. The Controller's Office was placed in charge of gathering information for certifying signature lists. Section VII was rewritten; a web site form is used to develop input for certifying signature lists. Applied hyperlinks to documents as needed. All addendums were removed. These changes were proposed by the Office of Finance.
MAPP 05.02.01 was reviewed during the 2nd Quarter, FY 2011.
MAPP 05.02.04 - Payment to Human Subjects and Participants in Sponsored Projects 09/07/2011 Applied revised MAPP template and added new Revision Log. Changed the Office of Grants and Contracts to Office of Contracts and Grants to reflect current operating practices. Section V retitled Optional Payment Processes; journal entry example changed to scenario and rephrased. The principal investigator should contact Accounts Payable for assistance in creating vouchers. Titles for responsible parties and approval revised to meet current operating requirements. These changes were proposed by the Office of Finance.
MAPP 05.02.04 was reviewed during the 3rd Quarter, FY 2011.
MAPP 05.03.01 - Employee Financial Responsibility 09/07/2011 Applied revised MAPP template and added new Revision Log. Rewrote Section I to remove scope of university responsibility. Added statement on returned checks as delinquent debt in Section II. Added documentation to Section III's delinquent debt definition, removed Master Check List, and removed requirement to pay debt in full from Payment Plan definition. Removed Section IV.B on employee accountability for checks submitted in payment to the university. Updated Section IV.D for updating current address information via PASS. Rewrote Section V to emphasize specific university roles and delinquent debt information. Added report on financial hold information for employees run by college/division administrators in Section V.B.3. Removed Section VIII (References), Addendum A, and Addendum B. Changed review period from every three years on or before July 1st to every three years on or before June 1st. These changes were proposed by the Office of Finance.
MAPP 05.03.01 was reviewed during the 3rd Quarter, FY 2011.
MAPP 05.04.02 - Reconciliation of General Ledger Cost Center Balances 09/07/2011 Applied revised MAPP template and added new Revision Log. Documentation on retention of Verification worksheets and related documentation changed for last period of previous fiscal year and current fiscal year. Revised the three conditions for cost centers to meet in order to be inactivated. These changes were proposed by the Office of Finance.
MAPP 05.04.02 was reviewed during the 3rd Quarter, FY 2011.
MAPP 05.04.04 - Accounts Receivable 09/07/2011 Applied revised MAPP template and added new Revision Log. Section VI was updated in MAPP 05.04.04 to require departments to make collection procedures available to General Accounting and Internal Audit upon request rather than filing the procedures with General Accounting. Section VII was updated to require the Board's approval prior to a debt write-off. General Accounting will use the cost centers specified by the department for the write-off. Fund equity will be used if no bad debt reserve is available. Removed Section XII. These changes were proposed by the Office of Finance.
MAPP 05.04.04 was reviewed during the 3rd Quarter, FY 2010.
MAPP 05.04.05 - Reporting Indebtedness to the State Comptroller 09/07/2011 Applied revised MAPP template and added new Revision Log. Student Financial Services was given responsibility for determining debt delinquency standards in Section V of MAPP 05.04.05. The addendum was also updated. Changed review period from every two years on or before March 1st to every two years on or before June 1st. These changes were proposed by the Office of Finance.
MAPP 05.04.05 was reviewed during the 3rd Quarter, FY 2010.
MAPP 05.04.06 - Bank Account Reconciliation 09/07/2011 Applied revised MAPP template and added new Revision Log. The length of time that the bank manager has to reconcile bank accounts was extended to 30 days from the receipt of the statement in MAPP 05.04.06. A statement indicating that the bank manager will run reports from the finance system within one day from the closing of the books was removed. These changes were proposed by the Office of Finance.
MAPP 05.04.06 was reviewed during the 2nd Quarter, FY 2010.
MAPP 10.03.04 - Connecting Devices to University Networks 10/19/2011 Applied revised MAPP template and added new Revision Log. Removed Section III definitions. Contents have been updated to reflect current processes. Added Section IV on Wireless network information. Removed Sections V and VI on Requesting Specialized or Non Standard Connections or Services. Removed References and Index Terms. This MAPP was reviewed by University Information Technology.
MAPP 10.03.04 was reviewed during the 3rd Quarter, FY 2011.
MAPP 10.05.01 - Information Security Program 10/19/2011 This is a new procedure drafted to outline the various Information Security responsibilities to protect information resources, apply appropriate physical and technical safeguards, and comply with applicable state and federal laws and rules governing the security of information resources. This MAPP was drafted by University Information Technology.
MAPP 10.05.01 was reviewed during the 3rd Quarter, FY 2011.
MAPP 10.05.02 - Information Security Incident Reporting
and Investigation
09/06/2011 Applied revised MAPP template and added new Revision Log. Changed document name from Security Violations Reporting to current title, and document number from 10.03.03 to 10.05.02. Removed references and index terms. Other changes were editorial in nature to reflect current operating requirements. These changes were proposed by University Information Technology.
MAPP 10.05.02 was reviewed during the 3rd Quarter, FY 2011.
MAPP 10.05.03 - Data Classification and Protection 09/06/2011 This is a new procedure drafted to direct information owners and information custodians in the assessment of information and information systems to determine the data classification level and prescribe the necessary security measures. This procedure was drafted by University Information Technology.
MAPP 10.05.03 was reviewed during the 3rd Quarter, FY 2011.



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

 

 





Contact Us


Policies and Procedures Coordinator
Kathleen Milford
713-743-6885

uhpolicies@uh.edu