Review Archives

MAPPs Reviewed During FY10 - 1st Quarter

The following MAPPs were recommended for review by the University of Houston subject matter experts. The review period concluded and changes are currently being distributed for approval.  The column titled "Proposed Changes" briefly explains the changes that have been submitted.

MAPP Number and Name Proposed Changes Review Comments
MAPP 01.02.01 - Business Administration A statement was added to Section II.B.3 of
MAPP 01.02.01 to define the reporting structure of the Administration & Finance chief business administrator.  The respective vice president and dean were also included with the EVP of Administration and Finance as those who develop performance goals and measures for all business administrators. These changes were proposed by the Office of Finance and the Office of Academic Affairs.
 
MAPP 01.03.01 - Baseline Standards Baseline standards documentation requirements were clarified in Section V.A of MAPP 01.03.01. The position titles were also updated throughout the policy. These changes were proposed by the Office of Finance.  
MAPP 03.01.02 - Auxiliary Enterprises This new policy was drafted to establish consistent financial and operational practices among the applicable units to ensure compliance with the state of Texas, Board of Regents, and System laws and regulations. This draft was proposed by Financial Reporting and Auxiliary Services. IV.A.3. - Repeats paragraph 1.
Response: Changes applied.

IV.B.4. - Should this apply to expenditure transfers?
Response: Yes.

IV.B.5. - Documentation for financial transactions is maintained in the Finance System, as indicated in SAM 03.H.01. This paragraph is not needed.
Response: Paragraph removed.

V.A.2. - Shouldn’t a format be specified?
Response: Yes. The form is in development.

V.B.1. - Shouldn’t we describe the procedures for ceasing operations instead of asking each division to write their own procedures?
Response: Yes. The form is in development.

V.B.2. - Cost centers are not frozen and flagged for deletion in PeopleSoft. This is FRS terminology. Cost centers are inactivated in PS.
Response: Changes applied.
MAPP 04.00.00 - Code of Conduct - Procurement Responsibilities 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.” The definition of “regular employee” was removed, because the scope of the policy is not limited by this status. 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. These changes were proposed by the Office of Finance.  
MAPP 04.01.08 - Historically Underutilized Businesses (HUBs) Section IV of MAPP 04.01.08 was broadened by removing reference to specific types of contracts. This section was also adjusted to identify the source of the utilization goals. The requirement to provide contractors with a list of certified HUBs for subcontracting was removed from Section V.E. Offices, titles, and code references were updated throughout the document. These changes were proposed by the Office of Finance. Update: Section IV was updated to emphasize HUB vendor opportunities to complete for all contracts. Section IV.E added a requirement for conducting a forum or fair for HUB vendors participating for all building construction contracts.
MAPP 04.01.10 - Prompt Payment and Payment Scheduling 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. Forms were removed from the policy and inserted as web links where appropriate. These changes were proposed by the Office of Finance.  
MAPP 04.02.04 - Student Travel The scope of MAPP 04.02.04 was adjusted to remove individuals not associated with the university but traveling on behalf of the university using university funds. Specific position title was removed from the definition of college/division administrator in Section III.D. Appropriate use of a non-taxable stipend was added to Section III.F. Section IV.H. was updated to reference travel credit card rules to MAPP 04.02.05. Section V was updated to remove specific accounting information, replacing it with reference to the appropriate MAPP governing those procedures. The account code for study abroad travel was corrected in Section VI, and a statement was added defining study abroad travel as group student travel; therefore, the same procedures must be followed. These changes were proposed by the Office of Finance.  
MAPP 04.05.02 - Cougar Cards "Classification" replaced the term "status" in
MAPP 04.05.02. Departmental contact information was removed, as this is readily available on the university website. The card replacement fee was reduced to $10. Position titles were corrected throughout. These changes were proposed by the Cougar Card Office.
 
MAPP 05.01.02 - Operational Cash Advances 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. Forms were removed from the policy and inserted as web links where appropriate. These changes were proposed by the Office of Finance.
 
MAPP 07.01.03 - Requesting Special Event Security Services The definitions of "OIC-SE" and "special event" were "requesting department" was aligned with the definition of "reservation office" in MAPP 09.03.01. These changes were proposed by the Department of Public Safety.  
MAPP 08.01.01 - Sponsored Research Activities MAPP 08.01.01 was submitted for its scheduled review by the Division of Research.  
MAPP 09.03.01 - Reservation and Rental of University Facilities The definition of general purpose classroom was updated to refer only to those rooms assigned by the Provost for scheduled instruction, and the phrase "non-general purpose classroom" was defined in <MAPP 09.03.01. Section III.B was added to provide a process of releasing general purpose classrooms for reservation through the UC Reservations Office when they are not scheduled for academic use. Section F was consolidated and a statement was added to refer to the appropriate MAPP for special event police services. Specific language regarding exclusive food and beverage provider rights was removed. The responsibilities of licensees were consolidated and reorganized. A requirement for student groups sponsoring off-campus licensees to comply with additional guidelines set forth by various Campus Activities programs was removed. The section outlining facility use fees was removed and Section A was removed from the facility use agreement section. Forms and addendums were removed from the policy and inserted as web links where appropriate. These changes were proposed by the Office of Student Affairs and the Office of Academic Affairs. IV.A. - Expand the Food and Beverage section to refer to exclusivity rights and provide contact information for assistance with specific contract terms.
Response: Changes applied.


*Please note that the policies contained in this section are not official.  The changes have been submitted to the University Policies and Procedures and are currently under review.  To view official Manual of Administrative Policies and Procedures documentation, go to http://www.uh.edu/mapp/.


 

 

 

 





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