Fiscal Year 2011- 2nd Quarter MAPPs in Executive Review

The following MAPPs have been recommended for review by University of Houston subject matter experts. To review the proposed changes, please select each policy name to view the linked document and send your comments, if any, to
palevy@central.uh.edu by Monday, April 11, 2011.

The column titled "Proposed Changes" briefly explains the updates that have been submitted. The column titled "Review Comments" indicates the comments/suggestions received during the Campus Review of the policies listed below.
MAPP Number and Name Proposed Changes Review Comments
MAPP 03.01.01 - Specialized Service Facilities Applied new MAPP template and revision log. Retitled MAPP from "Service Centers (Recharge Centers)" to "Specialized Service Facilities." Rewrote entire procedure to reflect current operating practices, deemphasizing "recharge centers." Removed all Addendums. These changes were proposed by the Office of Finance. Update: SME provided additional redlines to clarify roles for the Office of Finance and the Division of A&F - Office of Finance - Cost Accounting Department.
Response: Changes incorporated.

MAPP 03.02.00 - Glossary of Postal Services Terms Applied new MAPP template and Revision Log. Removed the Priority Mail definition. Added Address Change Service, Ancilliary Service Endorsement, Change Service Requested, Coding Accuracy Support System, and Return Service Requested definitions. Changed surcharge of Business Reply Cards from $.10 to $.11; expanded the definitions for Flat, Nonprofit Bulk Mail, and Standard A Mail. Modified the definition of National Change of Address from 18 months to 48 months of moves. These changes were proposed by the Office of Finance/Printing and Postal Services. Question: Under "Departmental Mailing Card (DMC), it states that a certifying signature is required for mailing of $100 or more on permit and non-permit mailing. But if I understand correctly, permit mailing already is stamped, so a certifying approver must have approved the purchase of the stamped documents already, so is this not a redundancy?
Response: No, this is not a redundancy. Permit mailings are bulk mailings that UH Postal Services receives material and databases from our customers. We process their data files through USPS mailing software, inkjet the address information and indicia (permit) on the material and take the USPS paperwork and completed mailing to the USPS for distribution. These jobs require a completed DMC with certifying signature to be given to UH Postal Services before the job is processed. The majority of these jobs are usually over $100.00. Non-permit mail refers to the daily outgoing mail we collect on the two pickup and deliveries that are made to departments by UH Postal Services. All outgoing mail must have a DMC attached to the outgoing mail. There are mailing instructions on the DMC and under the Certified Signature section it states: "Any First Class mailing of $100 or more must have the prior approval of the department's certified signatory. (Examples: 225+ letter size/#10 envelopes or 115 oversized envelopes).
MAPP 03.02.01 - Bulk Mailing Services Available Applied new MAPP template and Revision Log. Change in title from "Special Services Available" to "Bulk Mailing Services Available." Added automated and manual services for folding, sealing, and tabbing; added glue-dots service. Removed the service for hand stamping. Changed the Service Center Requisition (SCR) requirement to the Department Mail Card (DMC) requirement. Updated the UH postal web site location. These changes were proposed by the Office of Finance/Printing and Postal Services. Question: On the bottom part of the first page, it states, "A Departmental Mailing Card (DMC) must accompany each job picked up by or delivered to Bulk Mail Services. The appropriate certifying signature must appear on the DMC for the processing to take place." However, the certifying signature should only be required to sign if it is over $100. Clarify?
Response: Bulk mailings for standard (non-profit) mail require a minimum of 200 pieces and first class permit mailings require a minimum of 500 pieces of mail. This means that the total postage for these jobs are over $100 and must have a certified signature on the DMC presented with each bulk mail job.
MAPP 04.02.01A - Travel Paid from State-Appropriated Funds (Current Version from 09/20/2011)

Original Redlined Version From 12/10/2010

Redlined Version From 03/08/2011

Redlined Version from 05/16/2011

Redlined Version from 06/23/2011

Applied revised MAPP template and new revision log. All changes from Interim publication are included, plus addition of Lodging in Section III and additional documentation for Official Mileage. Updated web site locations throughout document.
Note: Section XII was modified based on the fact that UH has been providing accidental death and dismemberment insurance for faculty and staff while traveling (domestic and international travel) on University business for a number of years. For expense control reasons, this insurance has been discontinued effective March 1, 2011.
These changes were proposed by the Office of Finance.

Update (05/16/2011): Added Section VI on Export Controls and Embargo Restrictions. Added documentation on the Fly America Act.

Update (06/23/2011): Added information on meal receipts or itemized list of meal expenses for remote locations. A requirement was added to include a link to a conference web site or attaching a conference brochure with the travel request if applicable. The dates to be reimbursed, if different from the travel dates, must be indicated on the travel request.

Update (09/19/2011): Correct web link to page that contains the Export Controls form. Added paragraph to Fly America Act that describes the procedures for using the Waiver Checklist, with an accompanying link to the OSG travel page that contains the checklist. Deleted the reference to $36/day for meals and $85/day for lodging in Texas; the Texas Legislature removed the ability to set limits for per diem effective September 1, 2011. All per diem amounts are based on the GSA web site.

Question: Section II.I in 04.02.01B states, "Foreign travel includes travel by university employees and prospective employees to or from..." Per policy, visitors from foreign countries already do not require a travel request. There is only travel insurance for University employees. If this is the case, would it not be prudent to pull the requirement for a Travel Request from prospective employees, listed in Section IV.A.2 in both 04.02.01A & B?
Response: According to the Comptroller's Office, preapproval of travel is required for employees and prospective employees and the travel request documents that approval. The state applies the same travel rules to prospective employees as employees. As a good business practice, student travel must be preapproved on a travel request as well to ensure this expense is authorized and that rules regarding student travel (primarily for student safety) are followed (MAPP 04.02.04). Though students are not employees, they are associated with UH and they represent UH on university-related trips. It is prudent for the department to approve their trip on a travel request.
University guests, however, are not affiliated with UH and do not need preapproval on a travel request. They are typically guests of the university who travel here at the request of a UH department to perform a voluntary service of some kind. Frequently, any travel expenses covered by UH are documented in correspondence between the guest and the UH department. Contractors do not require a travel request either. The university's obligation to pay for their travel expenses should be documented in our contract with them. Therefore, no modifications are needed.
MAPP 04.02.01B - Travel Paid from Local Funds (Current Version from 09/20/2011)

Original Redlined Version From 12/10/2010

Redlined Version From 03/08/2011

Redlined Version from 05/16/2011

Redlined Version from 06/23/2011

Redlined Version from Research Scholarship Committee (UCC) - 09/01/2011

Applied revised MAPP template and new revision log. Added Lodging to Section III. Added information on advanced approval of foreign travel. Rewrote Sections VII and VIII to reflect current operating practices. Removed Index terms.
Note: Section XII was modified based on the fact that UH has been providing accidental death and dismemberment insurance for faculty and staff while traveling (domestic and international travel) on University business for a number of years. For expense control reasons, this insurance has been discontinued effective March 1, 2011.
These changes were proposed by the Office of Finance.

Update (05/16/2011): Added Section V on Export Controls and Embargo Restrictions. Added documentation on the Fly America Act.

Update (06/23/2011): Added information on meal receipts or itemized list of meal expenses for remote locations. A requirement was added to include a link to a conference web site or attaching a conference brochure with the travel request if applicable. The dates to be reimbursed, if different from the travel dates, must be indicated on the travel request.

Update (09/19/2011): Correct web link to page that contains the Export Controls form. Added paragraph to Fly America Act that describes the procedures for using the Waiver Checklist, with an accompanying link to the OSG travel page that contains the checklist. Added university guest to the list of travelers that require a Travel Request. Also indicated that university guests (in addition to prospective employees and students) can be reimbursed for non-overnight meals.

Question: Section II.I in 04.02.01B states, "Foreign travel includes travel by university employees and prospective employees to or from..." Per policy, visitors from foreign countries already do not require a travel request. There is only travel insurance for University employees. If this is the case, would it not be prudent to pull the requirement for a Travel Request from prospective employees, listed in Section IV.A.2 in both 04.02.01A & B? In addition, since students also do not have travel insurance provided by UH, we may also pull the requirement for a TR for students as well, listed in Section IV.A.2 in 04.02.01B. Is there a valid argument against it? E.g., one could argue that the TR's purpose is to confirm prior approval. But if visitors are not required to have this exact prior approval, then why should anyone else? Each unit prescribes their own pre-approval requirements, based on their needs.
Response: According to the Comptroller's Office, preapproval of travel is required for employees and prospective employees and the travel request documents that approval. The state applies the same travel rules to prospective employees as employees. As a good business practice, student travel must be preapproved on a travel request as well to ensure this expense is authorized and that rules regarding student travel (primarily for student safety) are followed (MAPP 04.02.04). Though students are not employees, they are associated with UH and they represent UH on university-related trips. It is prudent for the department to approve their trip on a travel request.
University guests, however, are not affiliated with UH and do not need preapproval on a travel request. They are typically guests of the university who travel here at the request of a UH department to perform a voluntary service of some kind. Frequently, any travel expenses covered by UH are documented in correspondence between the guest and the UH department. Contractors do not require a travel request either. The university's obligation to pay for their travel expenses should be documented in our contract with them. Therefore, no modifications are needed.
MAPP 05.02.01 - Expenditures and Expenditures Authority Applied revised MAPP template and revision log. The Controller's Office was placed in charge of gathering information for certifying signature lists. Section VII was rewritten; a website form is used to develop input for certifying signature lists. All addendums were removed. These changes were proposed by the Office of Finance.  
MAPP 06.04.01 - Clinical and Research Use of Controlled Substances and Dangerous Drugs Added statement in Section I to prohibit unlawful possession of a controlled substance or dangerous drug on property owned or controlled by the University. Updated the registration process and procurement process with web site forms and revised examples in Addendums A and B. Removed information on security cabinet specifications. Added information on maintenance of inventory and records. Removed information on record keeping, referencing 21 CFR 1304.21 and 22. Updated the disposal process to current operating practices. Replaced compliance review with employee screening procedure. Changed the responsible party, and added a reference to Title 37 of the Texas Administrative Code, Part 1, Chapter 13. Updated Index terms. These changes were proposed by the Office of Environmental Health and Safety (EHS).  
MAPP 11.03.01 - Tuition, Fees and Charges (Interim) Applied revised MAPP template and added revision log. Removed General Property Deposit fee. Added references to MAPP 05.02.01 and 05.02.02 and additional documentation to Section VI for restrictions to "designated tuition" and "tuition." Added budgetary information to Section IX; added "Tuition and Fee Revenues and Expenses" and "Travel and Discretionary Business Expenses" to separate information. Added a statement concerning the annual approval process for travel and discretionary expense budgets not including sponsored project funds since they already have budgetary limits and restrictions imposed by the sponsor for each award. Added Assistant Vice President for Academic Operations as responsible party; added Senior Vice President for Academic Affairs and Provost for approval authority. Removed index terms These changes were proposed by the Office of Finance.

Note: Interim designation on 08/11/2011 based on potential fee and tutition structural changes by the Board of Regents for Fall 2013.

Changes made on 08/11/2011 include removing information on theAcademic Fee Committee from Section V.B.1 and other areas, and inserting information on annual report from the Academic Budgets and Administration office.

Question: Section IX, items A, B, and C seem very out of place in this MAPP, because tuition and fees cannot pay for travel and business expenses, yet the documentation specifies the submittal of a travel and business expense budget. It may be better to list in the Official Functions and Discretionary Expenditures MAPP, along with the Travel for State and Local funds MAPP. In addition, it does not specify whether sponsored project funds should be included in this budget.
Response: The format for Section IX was changed to show that the statement on tuition and fees is separate from the statements on travel and discretionary expenses. A statement was also added that the annual approval process for travel and discretionary expense budgets does not include sponsored project funds because they already have budgetary limits and restrictions imposed by the sponsor for each award. While tuition funds cannot pay for discretionary business expenses, they can pay for travel.


*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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