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SAMs Approved in Quarter 1, Fiscal Year 2012:

The following System Administrative Memoranda were approved by the Chancellor as official system policy during Quarter 1, Fiscal Year 2012 (September, October, and November 2011):

SAM Number and Name
Date Approved
Summary of Changes
SAM 01.A.01 - Administrative Memoranda System
09/07/2011
Applied revised SAM template and added new Revision Log. Changed responsible organization from Business Services to University Policies and Procedures throughout the procedure. Corrected table in Section 4.2 to reflect current operating responsibilities. Added Section 6.9 on Revision Logs. Added documentation in Section 7.2 on responsibilities of SME to review SAM information during documented review period and respond with either updates or indicate no revision needed by the end of the documented review period. Added information to Section 7.4 on the Component System Review (10 working days' duration) and the EVC for Administration and Finance review (no time limit) before beginning the Component Campus Review. System Executive Review changed to 20 working days. New and updated SAMs will be posted within 5 working days of approval. Changed the SAM web site location per current operating requirement and added signing up for SAM updates via the SAM Listserv portal. These changes were proposed by the Office of University Policies and Procedures.
SAM 01.A.01 was reviewed during Quarter 3, FY 2011.
SAM 01.B.07 - Facilities Acquisition, Construction, or Renovation
09/07/2011
Applied revised SAM template and added new Revision Log. The following changes were incorporated as part of Audit Issue #AR2009-22: Revised Section 2.2 and 2.8, including addition of a web site to use for project delivery processes. Removed specified approval parties from Section 2.4. Added Section 2.5.e on the ability to establish a capital renewal fund for all new construction projects. Changed the responsible party from the AVC for Plant Operations to the Executive Directors of Plant Operations. These changes were proposed by the System Office of Facilities and Physical Plant.
SAM 01.B.07 was reviewed during Quarter 3, FY 2011.
SAM 01.C.13 - Business Use of Vehicles
09/07/2011
Applied revised SAM template and added new Revision Log. Changed organizational titles throughout to reflect current operating practices. Updated Risk Management web site location for MVRs. Completed minor changes in Section 5.1 and Section 7.2. Changed responsible party from AVP of Plant Operations to AVP of Finance. These changes were proposed by the System Office of Risk Management.
SAM 01.C.13 was reviewed during Quarter 3, FY 2011.
SAM 03.A.03 - Business Travel
09/07/2011
Applied revised SAM template and added new revision log. Updated documentation to include disallowance of business class and first class airfare, and added export controls and embargo restriction information pursuant to an audit finding. Added Section 3.4 on the Fly America Act. These changes were proposed by the System Office of Finance.
SAM 03.A.03 was reviewed during Quarter 3, FY 2011.
SAM 03.A.10 - Requests for Funds from UH Foundation
09/07/2011
Applied revised SAM template and added new Revision Log. Provided the Payment Request Form as a web link in Section 2.2, and removed Addendum A. Removed the phrase "check request" throughout document and inserted the phrase "payment request." The process in Section 2.4 was updated to current operating practices. Section 2.5 documents sending a copy of the check register to General Accounting on a monthly basis for reconciliation purposes. In Section 2.7, the Administration and Finance Business Services Office was replaced with the Chancellor's/President's Business Office. Removed Index term. These changes were proposed by the Chancellor's/President's Business Office.
SAM 03.A.10 was reviewed during Quarter 3, FY 2011.
SAM 03.A.16 - Professional License Fees
09/07/2011
Applied revised SAM template and added new Revision Log. Removed reference to SAM 03.A.15 from Section 2.2, and added specific requirements for payments. These changes were proposed by the System Office of Finance.
SAM 03.A.16 was reviewed during Quarter 3, FY 2011.
SAM 03.C.01 - The Planning and Budgeting Process
09/07/2011
Applied revised SAM template and added new Revision Log. The language was updated throughout SAM 03.C.01 to be consistent with other SAMs. Section 4.2.b was edited to replace specific auxiliary enterprise program names with general program descriptions. "Functional budget category" was included in Section 7.4.b to describe the budget nodes that control expenses within a set of defined goods or services. Changed review period from every three years on or before November 30th to every three years on or before March 1st. Removed Index terms. These changes were proposed by the System Office of Academic Affairs and the Office of University Policies and Procedures.
SAM 03.C.01 was reviewed during Quarter 2, FY 2010.
SAM 03.C.03 - Repair and Construction Funds
09/07/2011
Applied revised SAM template and added new Revision Log. The following changes were incorporated as a result of Audit Issue #SP2009-05: Changed the responsible party for Section 2.2, and removed web site customer guide for project delivery. Added Section 2.3 on submission of items to the Texas Higher Education Coordinating Board will be submitted through Facilities Planning and Construction. Removed Index terms. Changed the responsible party section. These changes were proposed by the System Office of Finance andthe System Office of Plant Operations.
SAM 03.C.03 was reviewed during Quarter 3, FY 2011.
SAM 03.E.08 - Travel by Students to Component University Funded Activity
09/29/2011
Applied revised SAM template and added new Revision Log. Changed reference from SAM 03.E.06 to SAM 01.C.13 throughout text. Removed reference to MAPP 04.02.04 in Section 2.3. Changed responsible party from AVC for Plant Operations to AVC for Finance; included AVC for Student Development. Changed review period from every two years on or before August 1st to every two years on or before March 1st. Added VC for Student Affairs to approval cycle. Removed Section 12, Index terms. These changes were proposed by the System Office of Risk Management and the Dean of Students Office.
SAM 03.E.08 was reviewed during Quarter 2, FY 2010.
SAM 03.F.07 - Foreign Bank Accounts
09/07/2011
Applied revised SAM template and added new Revision Log. Updated titles to meet current operating requirements. In Section 4.5.a, added documentation on the timing for requesting the return of all excess funds to the University's domestic depository institution. These changes were proposed by the System Office of Finance.
SAM 03.F.07 was reviewed during Quarter 3, FY 2011.
SAM 06.A.04 - Honorary Degrees
11/02/2011
Applied revised SAM template and added new Revision Log. Updated reference to Board of Regents policy. Removed Section 5. These changes were proposed by the System Office of Academic Affairs.
SAM 06.A.04 was reviewed during Quarter 4, FY 2011 as a housekeeping change.
SAM 06.B.01 - Students Called to Active Duty
09/07/2011
Applied revised SAM template and added new Revision Log. Changed area of responsibility from Student Affairs to Academic Affairs; changed SAM number from 05.A.01 to 06.B.01. Changed title of SAM by removing "Reservists." Changed the responsible party to Executive Associate Vice Chancellor of Academic Affairs. Added Senior Vice Chancellor for Academic Affairs to approval cycle. Changed review cycle from annually on or before June 1st to every three years on or before September 1st. Removed Section 5. These changes were proposed by the System Office of Academic Affairs.
SAM 06.B.01 was reviewed during Quarter 3, FY 2011.
SAM 08.A.05 - Gifts by System Employees Through Payroll Deductions
10/19/2011
Applied revised SAM template and added new Revision Log. Changed Section 2.1 to document payroll deduction program to take place for an ongoing basis; rewrote Section 2.2d and added Section 2.2e to reflect current operating requirements. Rewrote Section 2.4, including the removal of Section 2.4f documentation. These changes were proposed by the System Office of University Advancement.
SAM 08.A.05 was reviewed during Quarter 3, FY 2011.


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






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Policies and Procedures Coordinator
Kathleen Milford
713-743-6885

uhpolicies@uh.edu