MAPPs in Executive Review, Quarter 1, Fiscal Year 2015

The following MAPPs have been recommended for review by University of Houston subject matter experts. This includes documents for Quarter 1, FY 2015, and documents overdue for review from Quarter 3, FY 2013 through Quarter 4, FY 2014. To review the proposed changes, please select each policy name for the linked document and send your comments, if any, to by November 20, 2014.

The column titled "Proposed Changes" briefly explains the updates that have been submitted.

MAPP Number and Name
Proposed Changes
MAPP 02.01.04 - Staff Performance Appraisals Applied revised MAPP template and added new Revision Log. Removed references to supervisor throughout document, replacing with manager. Replaced "Reviewing Official" with "Senior Manager" for Section III.F. Updated Section VI and VII to emphasize ePerformance document and electronic exchange of information, along with current process information. Added SAM 02.A.26 to Section XII.
MAPP 02.01.05 - Shift Differential Pay Submitted for complete review cycle to remove "Interim" designation. Updated Revision Log. Removed references to "Full-time" throughout the procedure. Revised 2nd shift and 3rd shift in Section III.A and B. Revised Section III.D from "100% FTE" to "50% FTE or more." Revised Section III.E to redefine shift differential pay. Removed Sections IV.C and IV.G. Defined 2nd shift hours in Section IV.A, and 3rd shift hours in Section IV.B. Changed payment from $.15/hour to $.75/hour for 2nd shift work, and from $.40/hour to $1.00/hour for 3rd shift work in Section V.A. Revised Section V.B for employee's supervisor to verify that the biweekly time sheet correctly calculated the appropriate shift differential pay.
MAPP 02.01.06 - Additional Compensation - Exempt Staff This MAPP is being submitted for review and approval to remove the Interim designation. Revised Section IV.F to reflect current operating requirements for Division of Research. Changed "Chief Human Resources Officer" to "Executive Director of Human Resources" in text and as responsible party. Changed review period from every two years on or before July 1st to every three years on or before July 1st. Removed Index Terms.
MAPP 02.01.07 - Consulting and Paid Professional Service - Exempt Staff Added information to Section III.E definition of Multiple Employment concerning no receipt of benefits from the state. Added information to Section IV.A regarding the conditions for approval of the written request. Fixed the Consulting and Paid Professional Service Application Form link and title to UH Main Campus HR web site version throughout text. Added information to Section VI.D regarding dual office holding requests for officers of the System or one of its components. Added Texas Government Code Chapters 574 and 667 to Section XI, References.
MAPP 02.05.02 - Employee Time Reporting This MAPP is being submitted for a complete review cycle and approval to remove the Interim designation. Changed title from "Time and Effort Reporting" to "Employee Time Reporting" to match SAM 03.D.03. Removed information from Section I, including fourth paragraph on time and effort reporting. Added Department Payroll Administrator, Full-Time Equivalency, and University Work Week to Section II. Removed Certify, Certifying Signatory, Pay Period ID, Regular Workweek, and Time and Effort Report or Timesheet from Section II. Extensively revised Section III to emphasize TRAM and non-exempt time reporting, including removing Sections III.E through III.I from the contents. Revised Section IV to meet current requirements of TRAM. Removed original Section V on Bi-weekly Time and Effort Reports. Removed Section VIII on Changes or Corrections to Time and Effort Reports. Extensively revised Section V, removing all information on hard copy time sheets. Added MAPP 02.01.05 to Section VIII, References. Removed original Addendums A, B, and C. Added new Addendum A on Hour Rounding Decimal Equivalents Table.
MAPP 02.06.02 - Staff Tuition Scholarship Program Applied revised MAPP template and added new Revision Log. Fixed title of Executive Vice President for Administration and Finance throughout text. Added Section II.B on Employee "In Good Standing." Fixed and added hyperlinks to documentation throughout text. Changed Section III.5 to document academic probation and academic suspension. Changed web site location of form in Section IV.A, added Listserv information, and included documentation on semester deadline for submittal. Added Section IV, D, E, and F. Removed the Office of Scholarships and Financial Aid from confirmation of employee eligibility in Section V,G; HR also confirms that employee maintains a cumulative 2.0 GPA. Changed review period from every three years on or before August 31st to every three years on or before March 1st. Added MAPP 02.06.01 to Section VIII, plus other references from the documentation. Removed Index Terms.
MAPP 02.08.01 - Violence on Campus Applied revised MAPP template and added new Revision Log. Changed MAPP number from 02.04.04 to 02.08.01. Changed MAPP title to "Violence on Campus." Removed references to UHPD, and replaced with UH Department of Public Safety throughout text. Added contractors to Section I. Added information about Sexual Misconduct Policy in Section I. Included "persons or property" to definition of "Violence" in Section III.B. Revised Section IV.B with references on unlawful possession using Texas Penal Code Section 46.03 and Section 46.05(a). Added Student Affairs, Administration and Finance, and Office of Equal Opportunity Services to Section IV.C; removed Employee Assistance Program. Rewrote Section IV.D, removing the Campus Crisis Response Team (CCRT). Added criminal trespass warning and being escorted off campus to Section IV.F. Added information on investigations, SAM 01.D.08, and non-criminal investigations by the Dean of Students for students and Human Resources for faculty and staff to Section V. Updated UHPD phone number in Section VI.A. Removed Section VII, Incidences of Violence. Added information about visitors being escorted off campus in new Section VII. Added information about Student Handbook, Applicable HR MAPPs, and Faculty Handbook as references for determination of penalty for students, employees, and faculty in Section VII. Changed responsible party to AVP for Finance. Changed review period from every three years on or before April 1st to every three years on or before March 1st. Removed Section XI and Index Terms.
MAPP 04.01.01 - Purchase of Goods, Materials, and Supplies through the Purchasing Department Added requirement for purchases exceeding $3,000 that are paid in part with federal funds to be placed on a PO and routed to Purchasing to be in compliance with OMB Circular A-81, which is effective December 26, 2014. Clarified current procedures about which departments create POs and when  POs are required. Removed duplicate language covered in MAPP 04.01.03 regarding what can be paid on a voucher without a PO.

Modified Addendum C approval requirements for purchases over $100,000 to match current procedures.
MAPP 04.01.03 - Vouchers Added requirement for purchases exceeding $3,000 that are paid in part with federal funds to be paid on a PO voucher to be in compliance with OMB Circular A-81, which is effective December 26, 2014. Clarified current procedures for approving advertising expenses. Removed duplicate language covered in
MAPP 04.01.01 regarding when POs are required.
MAPP 04.01.05 - Advance Payment for Goods Applied revised MAPP template and added new Revision Log. Provided hyperlinks to documents as needed. Added documentation in Section IV.A on the process for advanced payment for proper public purpose. Removed Section IV.A.4 on registration and rental fees. Also removed Section IV.A.6 on legitimate public purpose for making advanced payments. Added the exception in Section IV.B on the purchase of library books and other library materials for HEAF expenditure. Removed Index Terms from Section VII.
MAPP 04.01.08 - Historically Underutilized Businesses (HUBs) Added new Revision Log. Changed State of Texas HUB utilization goal percentages in Section IV.A to reflect current operating goals. Added information on HUB Subcontracting Plan in Section IV.I. Removed Index Terms.
MAPP 04.02.01C - Corporate Travel Card Applied revised MAPP template and added new Revision Log. Removed definition of "travel" from Section I. Added information on retail charge establishment to Section III.D. Removed reference to Texas Building and Procurement Commission (TBPC) and replaced with Texas Comptroller's Office in Section III.E. Added web link for Corporate Travel Card application in Section IV.B, and removed Addendum A. Removed dollar amount of travel insurance from Section V.D. Added MAPP 04.02.01B to Section X. Added web links as appropriate, and removed Index terms.
MAPP 05.02.01 - Expenditures and Expenditure Authority Added pen and ink signature, digital signature, or signature capture device to Section III.B on certifying. Added Section III.F on definition of digital signature. Added Section III.J on definition of signature capture device. Changed web site location in Section VII.B.2, and added department ID for developing certifying signature lists.
MAPP 05.04.03 - Physical Inventory of Goods for Resale, Manufacture, or Repair Applied revised MAPP template and added new Revision Log. Removed
Section III.F.6 regarding Addendum A. Removed Addendum A (Example of Location Diagram) from contents.
MAPP 05.04.04 - Accounts Receivable Revised Section II.D to add requirement when receivable is maintained in an enterprise system with required reporting information. Removed exceptions from Section IV.A.
MAPP 05.04.05 - Reporting Indebtedness to the State Comptroller MAPP 05.04.05 is being submitted for a housekeeping revision.
Revised Section II to add requirement when receivable is maintained in an enterprise system with required reporting information. No additional changes were required per the Subject Matter Expert (SME).
MAPP 05.04.06 - Bank Account Reconciliation MAPP 05.04.06 is being submitted for a housekeeping revision.
Provided minor housekeeping redlines to Section III, changing the Executive Director of Finance to Controller for notification of items not resolved within 30 days of being referred to another area. No additional changes were required via the Subject Matter Expert (SME).
MAPP 05.04.07 - Monthly Cell Phone Allowance
(New MAPP)
Initial version (replaces information found in MAPP 10.03.05, Responsibilities for Use of Telecommunications Resources). This new MAPP provides guidelines for the administration of a monthly cell phone allowance to eligible employees at UH.
MAPP 06.03.01 - Fire and Life Safety Code Applied revised MAPP template and added new Revision Log. Changed Section responsibility from Public Safety to Environmental Health and Life Safety. Changed MAPP number from 07.02.01 to 06.03.01. Added ERP rental building to Section I. Updated Section II on specific information regarding the Texas Legislature, the State Fire Marshal's Office, and the University of Houston Fire Marshal's office as the Local Authority Having Jurisdiction. Added Environmental Health and Life Safety to Section III.C definition of Fire Marshal. Added Section III.E on Local Authority Having Jurisdiction. Removed documentation of test results from Section V.A.10. Added Section V.A.19 on permits for renovation and new construction as a building permit. Added reporting all fires to the Fire Marshal's Office in a timely manner to Section V.C.20. Changed Residential Life and Student Housing to Student Housing and Residential Life in Section V.C.4.
MAPP 07.01.03 - Requesting Special Event Security Services Applied revised MAPP template and added new Revision Log. Fixed link for Event Reservation and Rental Information in Section IV.C. Removed 10% surcharge and added expedite fee to Section IV.C. Changed contact information in Section IV.F. Added cost center information to Section V.B. Added expedite fee information to Section V.D.2, and removed Section V.D.3. Added information about payment debited and refunds after minimum charges are assessed to Section V.E. Added Section VIII, References.
MAPP 07.01.04 - Disposition of Lost and Found Personal Property
(New MAPP)
This document was written to ensure compliance with the laws of the State of Texas concerning the identification and disposition of lost and found property while under the control of the University of Houston (UH) Main Campus.
MAPP 08.02.01 - Policy for the Establishment, Evaluation and Discontinuation of Research Organizations
(New MAPP)
This new MAPP document provides guidance concerning the rationale and procedures for establishing research clusters, institutes, centers, core facilities, and laboratories. This document governs those Research Organizations that receive direct financial or other support, including space, from the University of Houston (UH).
MAPP 09.03.01 - Event Reservation and Rental
of University Facilities
Added Section III.F regarding specific guidelines on use of university facilities for political activity. Added Section VII.B on payments and insurance information. Added Associate Provost, Faculty Development and Faculty Affairs to Section IX. Added MAPP 07.02.01 and Facility License Agreement Form to Section XI, References.
MAPP 09.04.01 - Capital Facilities Life Cycle Renewal
(New MAPP)
The purpose of this new MAPP document is to define the process for reserving funds for future facility planned renewal for new capital projects and to establish the process for developing a funding source for the established capital program.
MAPP 10.03.01 - Acceptable Use of Information Resources MAPP 10.03.01 is being submitted for a housekeeping revision.
Added "telephones" to Section IV.G.1. No additional changes were required per the Subject Matter Expert (SME).
MAPP 11.02.01 - Higher Education Assistance Funds Applied revised MAPP template and added new Revision Log. Added hyperlinks to documents and corrected titles as appropriate. Revised Section I to reflect current operating requirements. Removed Section II. Removed Section IV.A, E, G, and H. Removed Section V.B, D. and E. Removed Sections VI, VII, VIII, IX, and X. Added three references to Section VII, References. Removed Index Terms. Removed reference to Addendum A, and revised Guidelines for Expenditure of Higher Education Assistance Funds. Removed Addendum B.
MAPP 13.01.01 - Freedom of Expression Applied revised MAPP template and added new Revision Log. These changes are recommended because many of the "drop-in expressive activity areas" on campus are under construction and/or unavailable. Additionally, the documented changes are an effort to further broaden the freedom of expression policy to provide even more First Amendment rights to individuals, while at the same time simplifying the policy to be easier to understand and enforce. Non-University affiliated individuals and groups will be treated the same as University affiliated groups in that the entire outdoor campus is an open campus for expressive activity (with of course the reasonable time, place, and manner restrictions we currently have in the policy). If an activity attracts an audience of 25 or more people and/or is blocking entrances/materially disrupting university business operations, the policy states that the University may require the group to move to a different area on campus that can accommodate the larger group or type of activity (the previous version of this policy stated that the University will move the group to one of the 13 drop-in expressive activity areas). In Section IV, Lynn Eusan Park can be reserved for a fee by non-university affiliated individuals or groups. Overnight reservation of outdoor space is not allowed as documented in Section IV. The form used to reservations has been retitled Expressive Activity Description Form in Section IV and throughout the rest of the document. Added Section XII, References. Corrected titles for responsible party and approvals. Removed Addendum A, Campus Map.
MAPP 13.01.02 - Conduct Assessment and Response Team (CART) Added "and/or disruptive" to Sections I and II. Added Associate Dean of Students, Dean of Students Case Manager, Psychiatrist of UH Health Center, and Assistant Director of Student Housing and Residential Life for Student Conduct to the CART membership list in Section III. Activated web link for FERPA. Updated titles as needed. Added Section VII, References.

*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

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