Fiscal Year 2016 - 1st 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 November 16, 2015 (Monday).

The column titled "Proposed Changes" briefly explains the updates that have been submitted.
MAPP Number and Name
Proposed Changes
MAPP 01.03.01 - Baseline Standards Changed Section II reporting from Manager of General Accounting to Accounting Services department. Changed Executive Vice President for Administration and Finance to Vice President throughout text. Added CBA or division business administrator will make recommendations regarding administrative issues and/or interpretation of university policies to the appropriate dean or vice president in Section IV.B. Added sending baseline standards to Accounting Services for posting to the Survival Guide web site in Section V.C. Added Accounting Services to the process of forwarding amended baseline standards in Section V.D.
MAPP 02.01.01 - Pay Guidelines for Staff Employees Submitted for complete review cycle to remove "Interim" designation. Added GENDA statement to Section II. Changed responsible party to Assistant Vice President for Human Resources.
MAPP 02.01.03 - Overtime/
Compensatory Time
Submitted to remove "Interim" designation. Added supervision responsibility for monitoring non-exempt employee work hours for authorized overtime and extra hours in Section IV.B. Removed Section IV.E. Removed information on Compensation department being contacted for calculations of overtime pay in Section IV.E (formerly Section IV.F). Added links as applicable. Revised Section VIII to be Reporting Overtime and Compensatory Time. Revised Sections VIII.A, VIII.B, and VIII.C to emphasize electronic time sheet and P.A.S.S. Added Section VIII.D on requesting compensatory leave by submitting electronic absence request. Added Section VIII.G on non-exempt employees with multiple assignments. Removed Section IX. Changed responsible party to be Assistant Vice President for Human Resources. Changed title for MAPP 02.05.02 in Section XI; removed MAPP 02.01.06. Removed Index Terms.
MAPP 02.02.05 - Moving and Relocation Expenses
[ON HOLD due to Additional Input needed by the Office of Finance]
Applied revised MAPP template and added Revision Log. Revised Section II.B to include personal property that the taxpayer owns and uses. Included note in Section III.I.1 on Account Code 56122. Revised Section III.I.4 regarding temporary housing. Added Account Codes to Section III.I.2.a through Section III.i.5. Expanded definitions of disallowable expenses to fifteen (15) different categories in Section III.J. Removed Section V.C. Revised Section VI.A and B, and includes references to MAPP 04.01.03 and SAM 02.F.06. Provided minor edits for Section VII, Subcodes. Changed title in Section IX to Interim Vice Chancellor for Administration and Finance. Added Section X, References.
MAPP 02.03.06 - Employment Eligibility Verification Form I-9 Added new Revision Log. Removed other remuneration for payment from Section III.B. Revised Section III.D to include foreign national employees needing a new I-9 only if their status has changed or extended since their previous I-9 on file. Added information about E-Verify process to variouos parts of the documentation.
MAPP 02.03.07 - Sponsorship for Permanent Residence
(New MAPP)
[ON HOLD Due to Questions from user community and UCC needing response.]
This new MAPP provides guidelines for review and approval of University of Houston sponsorship of foreign nationals for permanent residence.

MAPP 02.04.10 - Flexible Workplace Initiative
["ON HOLD" Due to UCC Non-Vetted Process]
This MAPP is being submitted for review and approval to remove "Interim" designation. No additional changes were submitted by the Subject Matter Expert (SME).
MAPP 03.03.01 - Property Management Overview Revised Section II with a Texas Government Code link, and requirements for Chief Executive Officer to designate a property manager to maintain required records. Added information to Section III.A definition for capital assets with a minimum threshold of $5,000 for personal property. Modified phrasing in Section III.B on controlled assets, with revised examples of specific assets. Added hyperlinks to Section IV.C, Section IV.D, and Section VII.
MAPP 03.04.01 - Development Solicitation
(New MAPP)
[ON HOLD Due to UCC questions needing response; will be resubmitted with new redlines for review at a later date]
This new MAPP outlines procedures to be used for solicitation of any private funds for the University of Houston.
MAPP 04.01.01 - Purchase of Goods, Materials, and Supplies through the Purchasing Department Resubmitted to remove "Interim" designation. Changed title to Interim Vice President for Administration and Finance throughout text.
MAPP 04.01.10 - Prompt Payment and Payment Scheduling Removed "that become overdue" in Section II. Revised Section III.B to Payment Cycle, included ACH payments, and updated cycle to Monday through Friday. Added ACH to Section III.D. Updated Section III.F to include information on late charge and not applicable options. Revised Section III.O to remove late payment charge information. Updated Section IX.G for "Not Applicable" and "Compute Charges." Changed Section XI to Interim Vice President for Administration and Finance.
MAPP 04.04.01A - Contracting - General Resubmitted to remove "Interim 2" designation. Interim 2 release due to Texas Legislature changes to contracting by state entities. Abbreviated Office of Contract Administration to OCA, and Office of General Counsel to OGC throughout text. Added rule of revised contract amount not exceeding 25% of total amount does not need to go to Board of Regents in Section II.D; however, if revised contract amount exceeds $1,000,000, then Board of Regents must approve the amendment, change, extension or renewal. Added Office of Real Estate Services (ORES) to Section III.A as originating unit for real estate contracts. Included Section III.B.5 to report all contracts exceeding $0.00 to an applicable web site after September 1, 2015. Removed "Intellectual Property" from Division of Research throughout text. Added process of forwarding an electronic copy of the contract to OCA after contract execution in Section III.I. Indicated exclusion for utility easements to Section III.K.2. Added threshold of $1,000,000 for real estate leases to Section III.K.3. Added Section III.K.4 on oil and gas leases with a bonus exceeding $100,000, and added Section III.K.7 on Board of Regents review for contracts over $1,000,000 or increases the value of contract by 25%. Revised Section IV.B, removing state and local funds, and added Office of Real Estate Services to process of creating contracts for leased space, adding a parameter of six (6) months to begin work on the contract. Updated Section IV.C.3 to post contract information on the Texas Register, without other requirements by the LBB. Added Office of Tax Department to Section IV.D on revenue generating contracts. Removed original Section IV.G. Updated requirement to report to Administration and Finance yearly for leased space contracts in Section IV.G. Updated Section IV.H reference Electronic State Business Daily (ESBD) instead of Texas Electronic Marketplace. Changed contact for vendor identification to the Accounts Payable Department in Section IV.I. Added e-mail address, phone number, and account code to necessary requirements for contracts to Section V.A. Changed parameter for review by OGC to contracts with value exceeding $25,000 to Section V.C.1. Added underwriting at Houston Public Media that is under $25,000 to recurring revenue-generating services in Section V.C.4. Changed requirement for contact completion to electronic submission in Section V.G. Added Late Justifications and Insurance Provisions to Section V.I and Section V.J. Updated Invitation to Bid, Request For Proposal, Request for Offers, Request for Qualifications, Informal Bids, and Sole Source in Section V.K.3; the OCA reviews all ITBs, RFPs, RFOs, and RFQs for compliance. Updated Section VI.A and Section VI.C for PO Vouchers and contractor expenses. Added Associate Vice President for Finance to responsible parties. Added Addendum A for Delegated Signature Authority, Addendum B for Contract Coversheet, and Addendum C for Recommendation for Award as links; removed original Addendum A through Addendum E.
MAPP 05.01.02 - Operational Cash Advances Removed university check and added information about delivery of cash advances in Section III.C. Revised Section IV.B regarding current process for SC Vouchers; added web site for Operational Cash Advance Application and included all information needed for an SC Voucher. Added Sections IV.C and IV.D on Student Business Services’ involvement in the approved SC Voucher process. Removed information in Section IV.B regarding previous process for vouchers. Added Sections V.B.1 and V.B.2 on additional responsibilities for the fund custodian. Changed Section VII to Interim Vice President for Administration and Finance. Added Operational Cash Advance Application to Section VIII.
MAPP 05.02.01 - Expenditures and Expenditure Authority Revised Section IV.C.3 to be non-standard sponsored project contractual agreements. Updated Section IV.C.5 to indicate that overload requests on sponsored funds must be approved by Office of Contracts and Grants (OCG). Revised title for Vice President for Administration and Finance in Sections II and X.
MAPP 05.02.02 - Official Functions and Discretionary
Expenditures
Removed Addendum A, and referenced Account Listing on Finance Reference web page in Section II and Section V.D. Added MAPP 04.01.11 to Section IV.B and MAPP 04.02.05 to Section IV.C. Changed "event" to "transaction" in Section V.I. Removed requirement not to charge alcoholic beverages under any circumstances from Section V.D. Changed P-Card journal to P-Card Expense Report in Section V.E. In Section VIII.C and D, added requirement for vice president approval on the Official Function-Approval Form. Changed reference in Section VIII.H from OMB Circular A-21 to the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. Updated references in Section X.D to University of Houston Children's Learning Centers and University of Houston Charter School.
MAPP 05.02.03 - Expenditure Reallocation and Correction Removed "account" from Sections I and II. Rewrote Section IV.E on reallocation processing guidelines. Added Section IV.F on transaction process guidelines, both non-contract/grant expenditures and contract/grant expenditures. Added Section IV.G on exception criteria to reallocation deadlines.
MAPP 05.03.01 - Employee Financial Responsibility Provided minor redlines to Section II regarding services. Removed Section III.G on Payment Plan or Payment Agreement. Removed Section IV.G regarding employees participating in delinquent debt and providing payments. Changed Student Financial Services to Student Business Services throughout text. Changed titles in Section V.B.6 and Section V.B.7. Replaced link in Section V.B.7. Changed Section VII to Interim Vice President for Administration and Finance.
MAPP 05.04.07 - Monthly Cell Phone Allowance This new MAPP has been resubmitted from Quarter 1, FY 2015 due to additional redlines on investigations requiring calling records of cell phones that will be provided by the employee.
MAPP 06.02.03 - Laboratory Safety Program and Corresponding Safety Manuals Added new Revision Log. Changed Environmental Health and Safety Department to Environmental Health and Life Safety Department (EHLS) in Sections II, IV, V, and V.D. Changed website links as applicable. Updated location of safety manuals in Manuals, Policies, Procedures on the EHLS web site in Sections V and V.D. Removed "General" from Section V.C. Change title in Section VII to Interim Vice President for Administration and Finance.
MAPP 07.03.01 - Emergency Management Policy
["ON HOLD" Due to UCC Non-Vetted Process]
Applied revised MAPP template and added new revision log. Changed MAPP number from 06.01.01 to MAPP 07.03.01, and Section from Safety to Public Safety. Added web site for Emergency Management Plan in Section I. Revised text to current operating requirements. Changed title in Section IV to Interim Vice President for Administration and Finance. Added UH Emergency Operations Center web site to Section IV, References. Deleted all Addendums and Index Terms.
MAPP 10.03.06 - College/Division Responsibilities for Information Technology Resources Added new Revision Log. Added the responsibility for creating and maintaining an Information Resource Management Plan for the College/Division Information Resource Manager to Section II.B.1. Removed Technology Partners Program as central point of contact for best practices services in Section II.C. Added University Information Technology (UIT) throughout procedure as applicable. Removed Section VI, References.
MAPP 11.03.01 - Tuition, Fees and Charges Applied revised MAPP template and added new Revision Log. Added links to documentation as applicable. Added roles and responsibilities of persons involved in the process to Section I. Removed Section III.H on Course-related or Instruction-related Fees, and Added Section III.I on Incidental Fees (54.504). Revised Section IV.A and B regarding Tuition and Designated Tuition; added information on the consolidated tuition and mandatory academic fees in the Fall 2012 term in Section IV.B, Fees. Removed Section IV.B.2. regarding General Property Deposit. Added information to Section IV.B.3. on fee increase process for International Education Fees. Added the process for increasing Recreational Facility fees in Section IV.B.4. Also added the process for increasing Student Service fees in Section IV.B.7. Complete rewrite of Section V with an emphasis on the various advisory committees with a role in fee and charge changes. Removed Section VI.B.2 on general property deposit funds. Removed most of the documentation in Section VI.B.6 on incidental fees. Rewrote Section VII on notification and implementation of board-approved actions. Changed and rewrote Section XI on records retention. Added two references to Section XIV. Changed title to Vice President for Administration and Finance throughout text. Removed Index Terms.
MAPP 13.01.01 - Freedom of Expression This document is being submitted to remove "Interim" designation. Changed "University Center Reservations Office" to "Conference and Reservation Services" in Sections IV and VII. Added Dean of Students or designee to applicable procedures. Updated the title of Vice President of Student Affairs and Enrollment Services throughout procedure. Removed acceleration process in Section IV for relocation of expressive activity. Added extra outdoor expressive area, Student Center Circle, to procedure. Renamed UC Plaza to Student Center Plaza, and UC Satellite to Student Center Plaza throughout procedure. Added information tables in between Student Center South and Student Center North in Section VII. Changed approval for display of signs by University departments from ten days to seven days prior to the proposed display in Section VIII. Removed Senior Vice President for Academic Affairs and Provost, and Vice President for Administration and Finance, from Section XI Approval process. Added new Campus Map to Addendum A.


*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/af/universityservices/policies/mapp/index.htm.





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