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SAMs Approved During Quarter 4, Fiscal Year 2018:

The following System Administrative Memoranda were approved by Chancellor Khator as official system policies during Quarter 4, Fiscal Year 2018 (June, July and August, 2018):

SAM Number and Name
Date Approved
Summary of Changes
SAM 01.A.01 - Administrative Memoranda System
June 5, 2018
Added Note to Section 7.2 regarding the variability of review period for SAM documentation, from two years, three years, to five years. The document is sent to the SME for updates at least four (4) months before the review period ends for the document. Updated titles as applicable.
SAM 01.A.01 was in the Quarter 3, FY 2018 Review Cycle.

SAM 02.D.09 - Sick Leave Donation (New SAM)
June 4, 2018
This document provides information about the University of Houston System's (UHS) policy regarding direct donation of sick leave hours to a specific employee.
New SAM 02.D.09 was in the Quarter 3, FY 2018 Review Cycle.

SAM 03.A.01 - Expenditure and Use of all Funds Administered by the University Of Houston System (Change of Title)
June 4, 2018
Corrected hyperlinks and titles as indicated. Changed title of document to "Expenditure and Use of all Funds Administered by the University Of Houston System." Revised Section 2.3.c for "correct" invoice for goods and services. Changed title of Section 5 to "Restrictions on Expenditures and Transactions." Added Section 5.2.f on payment of debt service for construction, major repair or rehabilitation with direct costs of HEAF funds as eligible. Added Section 5.3 on all campuses developing internal guidelines for approvals for high dollar transactions. Added Section 5.4 on each component Division of Finance developing processes for annual review of transactions and request approvals from college/division/school.
SAM 03.A.01 was in the Quarter 3, FY 2018 Review Cycle.

SAM 03.A.04 - University Credit Cards
July 20, 2018
Added new Revision Log. Removed information in
Section 2.3.b about the employee issued the card being the only authorized signatory. Removed Section 2.3.c on executive corporate credit cards. Removed all information in Section 2.4 except university credit cards must not be used to pay for personal expenses.

SAM 03.A.04 was in the Quarter 3, FY 2018 Review Cycle.

SAM 03.A.07 - Petty Cash Funds (Change of Title)
July 20, 2018
Corrected hyperlinks and titles as indicated. Changed title of document to "Expenditure and Use of all Funds Administered by the University Of Houston System." Revised Section 2.3.c for "correct" invoice for goods and services. Changed title of Section 5 to "Restrictions on Expenditures and Transactions." Added Section 5.2.f on payment of debt service for construction, major repair or rehabilitation with direct costs of HEAF funds as eligible. Added Section 5.3 on all campuses developing internal guidelines for approvals for high dollar transactions. Added Section 5.4 on each component Division of Finance developing processes for annual review of transactions and request approvals from college/division/school.
SAM 03.A.07 was in the Quarter 3, FY 2018 Review Cycle.

SAM 03.G.05 - Requirement for Utility Bill Audits
June 12, 2018
Updated links and titles as applicable. Removed Sections 2.5 and 2.6 on reporting the audit status and the savings resulting from the audit to the Legislative Budget Board and Comptroller, since no statutory requirements exist for these activities. Removed Section 5, Indexing Terms.
SAM 03.G.05 was in the Quarter 3, FY 2018 Review Cycle.

SAM 05.C.01 - Campus Programs for Minors
June 12, 2018
Updated Section 3.5 to add training requirement for individuals. In Section 4.2.1.a, revised requirement for third party submitting the form by no later than 15 days before the program. Revised Section 5.3.3 for UH-Victoria reporting threat to a minor through the UH Police department or the Victoria Police Department. Updated all links as applicable.
SAM 05.C.01 was in the Quarter 3, FY 2018 Review Cycle.

SAM 05.C.01 - Campus Programs for Minors
August 9, 2018
In compliance with directives from the Texas Department of State Health Services (TDSHS), Section 4.1.3 and
Section 4.2.1.a were updated with information about paperwork submittal for programs hosting 20 or more minors who are on campus for all or part of four days. For programs hosting less than 20 minors for less than 4 days, UHS would receive the verification paperwork; for programs hosting 20 or more minors, or hosting minors for more than 4 days, TDSHS receives the verification paperwork .

SAM 05.C.01 was not part of a Review Cycle, based on documentation in SAM 01.A.01, Section 7.7.



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






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Policies and Procedures Coordinator
Peggy Levy
713-743-6636

uhpolicies@uh.edu