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SAMs Approved During Quarter 1, Fiscal Year 2019:

The following System Administrative Memoranda were approved by Chancellor Khator as official system policies during Quarter 1, Fiscal Year 2019 (September, October and November, 2018):

SAM Number and Name
Date Approved
Summary of Changes
SAM 01.E.01 - Office of Technology Transfer and Innovation (New SAM Title)
November 16, 2018
Changed area and title of SAM from "Office of Intellectual Property Management" to "Office of Technology Transfer and Innovation." Changed Section 4 to Office of Technology Transfer and Innovation (OTTI). Removed the "3" from Board Policy 21.08 in Sections 1 and 4.1. Changed the review period from every two years to every five years on or before December 1. No additional changes were indicated by the Subject Matter Experts (SMEs).
Housekeeping Changes to SAM 01.E.01 was in the
Quarter 2, FY 2019 Review Cycle.

SAM 01.H.01 - Social Media Policy
November 16, 2018
Revised definition for Social Media to reflect current operating requirements. Changed responsible party from Social Media Manager to Associate Vice Chancellor for University Marketing, Communication and Media Relations. Updated titled as applicable.
SAM 01.H.01 was in the completed Quarter 1, FY 2019 Review Cycle.

SAM 01.I.01 - Institutional Compliance and Ethics Program (New SAM)
November 7, 2018
The UH System endeavors to fulfill its responsibilities to the people of Texas in an environment based upon ethical behavior and compliance with applicable laws and in assuring that all UH System business is conducted with honesty and integrity. This policy reflects the philosophy and provides the foundation upon which the University of Houston System (UH System or UHS) will promote a culture of compliance and ethics, adhere to Board of Regent
Policy 42.01, Institutional Compliance, and ensure compliance with applicable federal and state laws.

New SAM 01.I.01 was in the completed Quarter 1, FY 2019 Review Cycle.

SAM 02.D.04 - Leaves of Absence
November 7, 2018

Housekeeping:
November 20, 2018
Changed "component campus" to "university" throughout text. Added Voting Leave to Section 6.8. Added Emergency Medical Services Volunteers to Volunteer Firefighter leave in Section 6.11. Changed Section 6.14 to Assistance Dog Training for Employees with Disabilities. Revised
Section 6.15 and Section 7.8 to have faculty leave information available through each designed university Office of the Provost. Added Section 6.17 on leave for organ or bone marrow donors and Section 6.18 on donation of blood leave.

During Housekeeping Changes (Quarter 2, FY 2019), changed "Assistant Dog" to "Service Animal" in Section 6.14 (including title). No additional changes were made by the Subject Matter Experts (SMEs).

SAM 02.D.04 was in the completed Quarter 1, FY 2019 Review Cycle.
SAM 02.D.04 was in the Quarter 2, FY 2019 Review Cycle as a Housekeeping Change.

SAM 03.A.03 - Business
Travel
November 7, 2018
Corrected titles and hyperlinks as applicable. Removed voucher and replaced with travel document in Section 2.2. Removed Sections 2.4 through Section 2.10 on travel guidelines. New Section 2.5 emphasizes travel documents, and removes vouchers. New Section 2.7 adds fees for
carry-on bags and luggage to be purchased at the lowest price available. Removed specific information from
Section 3.2 and combined information from Section 3.3 to make a new Section 3.2. Changed review period from every two years to every three years on or before March 1.

SAM 03.A.03 was in the completed Quarter 1, FY 2019 Review Cycle.

SAM 03.A.10 - Requests for Funds from UH Foundation
November 28, 2018
Changes titles and links as applicable. Changes review period from three years to every five years on or before March 1. No additional changes were indicated by the Subject Matter Expert (SME).
SAM 03.A.22 was in the Quarter 2, FY 2019 Review Cycle as a Housekeeping Change.

SAM 03.A.22 - Reporting Financial Accounting Information to External Parties
October 4, 2018
Updated links and titles as applicable. No additional redlines indicated by the Subject Matter Expert (SME).
SAM 03.A.22 was in the Quarter 1, FY 2019 Review Cycle as a Housekeeping Change.

SAM 03.A.28 - Tax-Exempt Bond Post-Issuance Compliance
November 16, 2018
Updated titles and links as applicable. Updated name of IRS Form 8038-G in Section 5.1. Changed review period from every three years to every five years on or before
December 1. No additional changes were indicated for the document per the Subject Matter Expert (SME).

SAM 03.A.28 was in the Quarter 2, FY 2019 Review Cycle as a Housekeeping Change.

SAM 03.A.29 - Tuition, Fees and Charges
November 16, 2018
Updated links and titles as applicable. Changed review period from every three years to every five years on or before August 31. No additional changes were indicated by the Subject Matter Expert (SME).
SAM 03.A.29 was in the Quarter 2, FY 2019 Review Cycle as a Housekeeping Change.

SAM 03.D.06 - Taxable Fringe Benefits
November 7, 2018
Removed Exhibits A, B, and C, which are currently found on the UH Tax Department website; this information is references in Sections 1.1, 1.2, and 1.3. Removed most of the information in Section 3.1, adding instructions to reference the UH Tax Department website; proper account coding in Section 3.2 can be found on the UH Tax Department website. Removed payments through Payroll and Accounts Payable on Auto Allowance in Section 3.3.a. Removed payments through Payroll and Accounts Payable for Awards, Prizes and Gifts in Section 3.3.b; inserted gift cards for gift certificates. Updated Section 3.3.d on Communication Allowance to remove taxes paid by the employee. Removed payment through Payroll in Section 3.3.f on Housing Allowance. Restructured Section 3.3.g on Human Subject Testing, removing payment through Payroll and instructions on the UH Tax Department website. Insurance Premiums (Section 3.3.h) are taxable, along with Moving Expenses (Section 3.3.i). Removed Taxable Non-Direct Expenses as part of Section 3.3.i; modified Temporary Storage for up to 30 days. Overnight Meals (Section 3.3.j) are not reimbursable through Accounts Payable. Travel Advances must be accounted for within 120 days per documentation in Section 3.3.m. Added Section 7 with links to the Exhibits A, B, and C .
SAM 03.D.06 was in the completed Quarter 1, FY 2019 Review Cycle.

SAM 04.A.01 - Audits by External Auditors
November 7, 2018
The hyperlink in Section 2 was out of date. Updated the section with the new link and new wording for the updated International Standards for the Professional Practice of Internal Auditing. Section 3.5 was deleted to reflect that the State Auditor's Office no longer performs this work and this requirement is already addressed by Section 5.1. Section 4.1 was updated to add the General Counsel.
SAM 04.A.01 was in the completed Quarter 1, FY 2019 Review Cycle.

SAM 05.B.01 - Principles Guiding the Operation of Intercollegiate Athletics
November 7, 2018
Added Revision Log. Updated titles and links as applicable. Removed "junior" from Section 2.1.5 for "college transfers." Changed the foundation name to University of Houston Foundation in Section 2.1.8.
SAM 05.B.01 was in the completed Quarter 1, FY 2019 Review Cycle.



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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