SAMs Approved In Quarter 4, Fiscal Year 2009

The following System Administrative Memoranda were approved by the Chancellor as official system policy on June 9, 2009:
SAM Number and Name Summary of Changes
SAM 01.A.01 - Administrative Memoranda System Position titles were corrected throughout SAM 01.A.01 and wording was updated to be consistent with other SAMs. These changes were proposed by the University Policies and Procedures Office.
SAM 01.A.03 - Board of Regents Policy Development Position titles were updated in SAM 01.A.03. These changes were proposed by the University Policies and Procedures Office.
SAM 01.C.04 - Reporting/Investigating Fraudulent Acts Reference to the title “Director of Internal Auditing” was changed to “Chief Audit Executive” throughout SAM 01.C.04. These changes were proposed by the Office of Risk Management.
SAM 01.C.07 - Safety Administration Biological safety was added to the list of available safety trainings in SAM 01.C.07, and the responsible party was revised. These changes were proposed by the Office of Risk Management.
SAM 01.C.08 - Receiving Gifts of Real Property Section 3.3 of SAM 01.C.08 was updated to describe the responsibilities of the Environmental Health and Risk Management Department prior to the System’s receipt of gifts of real property. These changes were proposed by the Office of Risk Management.
SAM 01.C.13 - Business Use of Vehicles Guidelines for mileage reimbursement for employees who receive an automobile allowance were defined in Section 6.1 of SAM 01.C.13 (previously SAM 03.E.06). Guidelines were also added to address insurance coverage for vehicles rented by University employees for business purposes. The organizational structure was also updated. These changes were proposed by the Office of Risk Management.
SAM 01.D.01 - Requests for Services from the Office of General Counsel A requirement to send an information copy to the Chancellor when individuals are designated with the authority to contact the Office of the General Counsel for legal advice was removed from SAM 01.D.01, Section 2.1, and the approval section was updated. These changes were proposed by the Office of General Counsel.
SAM 01.D.02 - Employment of Outside Legal Counsel A statement requiring the Chancellor’s approval of all agreements conducted by the Office of the General Counsel for outside counsel was removed from Section 2.2 of SAM 01.D.02, and the approval section was updated. These changes were proposed by the Office of General Counsel.
SAM 02.A.18 - Probationary Period for Regular Staff Employees Wording in SAM 02.A.18 was changed from “component” to “component university” and “UH System” to “System” to be consistent with other SAMs. The responsible party and policy approver were also changed. These changes were proposed by the chief human resources officers.
SAM 02.A.29 - Ethical Conduct of Employees Policies referenced in SAM 02.A.29 were updated, and the responsible party was revised. These changes were proposed by the chief human resources officers.
SAM 02.A.34 - Types of Staff Employment The word “appointment” was replaced with “employment” in SAM 02.A.34, and the responsible party was revised. These changes were proposed by the chief human resources officers.
SAM 02.A.39 - Political Aid and Legislative Influence Sections 2.8 and 2.9 were added to SAM 02.A.39 to specify political activities that component universities may and may not engage in, and Section 2.10 was updated to reflect current Code of Ethics processes. The responsible party was also revised. These changes were proposed by the chief human resources officers.
SAM 02.B.02 - Overtime and Compensatory Time SAM 02.B.02 was updated to bring it into compliance with current legislation and component university human resource department practices. Language was also added to clarify that scheduling be done in a way that minimizes the amount of overtime needed and is approved only when necessary. The responsible party was also updated. These changes were proposed by the chief human resources officers.
SAM 02.B.06 - Authorized Categories of Non-Exempt Compensation Provisions for longevity pay in SAM 02.B.06 were changed to align the policy with current practice and legislation. Wording was also adjusted throughout to be consistent with other SAMs, and the responsible party was revised. These changes were proposed by the chief human resources officers.
SAM 02.B.07 - Fair Labor Standards Act Wording in SAM 02.B.07 was changed from “component” to “component university,” “UH System” to “System,” “Human Resources Director” to “chief human resources officer” to be consistent with other SAMs. The exhibit was also revised to reflect current legislation, and the responsible party and policy approver were also changed. These changes were proposed by the chief human resources officers.
SAM 02.B.08 - Hazardous Duty Pay SAM 02.B.08 was changed to be consistent with Government Code 659.301. Section 5.7 was removed, and the responsible party was updated. These changes were proposed by the chief human resources officers.
SAM 02.C.01 - Employee Benefits Program SAM 02.C.01 was rewritten to combine SAMs 02.C.01, 02.C.03, and 02.E.01 into one document. SAMs 02.C.03 and 02.E.01 will be recommended for rescission. These changes were proposed by the chief human resources officers.
SAM 02.C.02 - Supplemental Retirement Programs SAM 02.C.02 was rewritten to combine SAMs 02.C.02, 02.C.04, and 02.C.06 into one document. SAMs 02.C.04 and 02.C.06 will be recommended for rescission. These changes were proposed by the chief human resources officers.
SAM 02.C.05 - Mandatory Retirement Programs The new SAM 02.C.05 was written to define the programs that employees may participate in to fulfill their retirement contribution obligation. SAM 02.C.07 will be recommended for rescission. These changes were proposed by the chief human resources officers.
SAM 02.D.01 - Vacation and Sick Leave Section 9.0 of SAM 02.D.01 was adjusted to align the policy with current legislation. It includes a provision allowing employee sick leave to be reinstated if reemployed by a different state agency within 12 months of termination from the System. The Government Code was also cited for reference, and the responsible party was updated. These changes were proposed by the chief human resources officers.
SAM 03.A.07 - Petty Cash Procedures State-appropriated funds were removed from funds in which state tax is not reimbursable in SAM 03.A.07. Section 2.10 was updated to include an annual training requirement, and Section 2.12 was removed. The exhibit was also replaced with a new form. These changes were proposed by the Office of Finance.
SAM 03.A.09 - Manual Checks SAM 03.A.09 was updated to remove documentation outlining the operation of imprest accounts as the System no longer maintains them. Section 3.1 and all of Section 4.0 were removed. These changes were proposed by the Office of Finance.
SAM 03.A.16 - Professional License Fees SAM 03.A.16 was edited to reference a different System policy. This change was proposed by the Office of Finance.
SAM 03.A.23 - Court Ordered Restitution Proposed edits to SAM 03.A.23 include updating department names and policy references throughout the document. The responsible party and policy approver were also revised. These changes were proposed by the Office of Finance.
SAM 03.B.02 - Contracting with Historically Underutilized Businesses (HUBs) The organizational structure was updated in SAM 03.B.02, and the component HUB reporting requirements were increased to semi-annually. The Government Code was also cited for reference. These changes were proposed by the Office of Finance.
SAM 03.C.02 - Salary and Wage Adjustments Sections 2.3, 2.4, and 2.5 requiring specific salary adjustments be submitted to either the Board of Regents or the Chancellor for approval were removed from SAM 03.C.02. The responsible party was also updated. These changes were proposed by the Office of Finance.
SAM 03.D.06 - Taxable Fringe Benefits Specific mileage rates were replaced with instructions to view current IRS maximum non-taxable mileage and rates online in SAM 03.D.06. These changes were proposed by the Office of Finance.
SAM 03.D.07 – Direct Deposit of Salaries (Interim) SAM 03.D.07 was updated to remove the option for employees to receive their compensation via a paper check. Employees may now receive their pay through electronic direct deposit into their bank account or on a pay card that is issued by a financial institution appointed by the System. These changes were proposed by the Office of Finance.
SAM 03.E.01 - Physical Inventory of Goods for Resale, Manufacture, or Repair The University’s referenced accounting system was updated in SAM 03.E.01, and the inventory valuation method was adjusted in Section 2.6. The approval section was also changed. These changes were proposed by the Office of Finance.
SAM 03.F.01 - Gift Acceptance Offices responsible for gift processing were updated in SAM 03.F.01. These changes were proposed by the Office of Finance.
SAM 03.F.02 - Endowment Management Minimum funding levels were updated in SAM 03.F.02, Section 3.3, and special endowment building techniques at UH were outlined in Section 3.3.h. Section 3.7 was updated to include procedures for modifications and transfers to existing endowments. Section 3.11 was also updated to clarify income beneficiary cost center provisions. All exhibits were also updated. These changes were proposed by the Office of Finance.
SAM 03.G.02 - Agency Funds Section 4.e of SAM 03.G.02 was updated to remove the requirement to close the cost center at each fiscal year. The statement now mandates that funds be returned to the owner when activity terminates. These changes were proposed by the Office of Finance.
SAM 03.G.06 - Bank Account Reconciliation Procedures Wording was updated in SAM 03.G.06 to be consistent with other SAMs. These changes were proposed by the Office of Finance.
SAM 04.A.01 – Audits by External Auditors SAM 04.A.01 was edited to include the UH Charter School in Section 5.1 as a System organization requiring independent outside audit of certain functions and operations annually. References to the title “Director of Internal Auditing” was also changed to “Chief Audit Executive” throughout this policy. These changes were proposed by the Office of Internal Audit.
SAM 04.A.02 – Audits by Internal Auditing References to the "Audit Committee" was changed to "Audit and Compliance Committee" in SAM 04.A.02. The title “Director of Internal Auditing” was also changed to “Chief Audit Executive” throughout this policy. These changes were proposed by the Office of Internal Audit.
SAM 08.A.01 - Management and Development of University Advancement Activities Board policy numbers referenced in SAM 08.A.01 were corrected and department names were updated. These changes were proposed by the Office of University Advancement.
SAM 08.A.02 - Private Support Organizations and Foundations SAM 08.A.02 Section 3.2 was expanded to include all agreement requirements referenced in Board policy 32.06. Section 4.1.j was removed and replaced by Section 4.3 to align the document with current operating practices. These changes were proposed by the Office of University Advancement.
SAM 08.A.05 - Gifts by System Employees Through Payroll Deduction SAM 08.A.05 was updated to allow enrollment in payroll deduction for gifts to the System or other state public universities at any time, as well as a provision to allow employees to discontinue these gifts through PASS. The language was also updated throughout to be consistent with other SAMs. These changes were proposed by the Office of University Advancement.
SAM 09.A.01 – Governmental Relations Communications and Appearances Wording was updated in SAM 09.A.01 to be consistent with other SAMs. These changes were proposed by the Office of Governmental Relations.

The updated documents are available at the Official System Administrative Memoranda web site at http://www.uh.edu/policyservices/sam.

 







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