Fiscal Year 2018 - 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 March 9, 2018 (Friday).

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.

Note: MAPP 02.02.05 has been removed for this review cycle to add 2018 Tax Guidelines.
MAPP Number and Name
Proposed Changes Review Comments
MAPP 01.01.02 - University Coordinating Commission Added full review cycle documentation and housekeeping changes documentation to second paragraph of Section I. Updated titles throughout text. Removed Section III.A.1.g. Added Section III.A.6 for the University Policies and Procedures Coordinator. Updated Section IV.B Note on submittal of MAPP documents to the UCC in compliance with the University's quarterly policy review schedule. Changed the Responsible Party from Executive Associate Vice President for Academic and Faculty Affairs to Associate Provost, Faculty Development and Faculty Affairs.

Campus/Executive Review Comment:

MAPP 02.02.05 - Moving and Relocation Expenses Applied revised MAPP template and added Revision Log. Revised Section II.B to include personal property that the taxpayer owns and uses. Added information to Section III.B on parameters to 50 miles farther than the employee's home and working full-time in the new location for 39 weeks. Added Concur information to Section III.E and Section III.H. Included note in Section III.I.1 on Account Code 56122. 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. Added expenses reported on employee's paycheck as additional wages in Section III.K. Removed Section V.C. Revised Section VI.A and B with Concur information, and included references to MAPP 04.01.03 and SAM 02.F.06. Provided minor edits for Section VII Subcodes. Updated links and titles as applicable. Added Section X, References.

Campus/Executive Review Comment:

MAPP 04.01.01 - Purchase of Goods, Materials, and Supplies through the Purchasing Department Changed titles and updated links throughout text. Added information in Section III.F.4.a to include University Printing Department to provide a competitive bid on a purchasing requisition on offset printing.

Campus/Executive Review Comment(Business Operations - Sugarland Campus): Currently, we have to create a CN730 for all contracted services as required by the legislation. On Table 1 (Page 5), it does not indicate for "all" contracted services, just those services over $10,000. Could you please explain? Shouldn't Table 1 be corrected?
Response: Table 1 has been reformatted, and all contracted services have a dollar amount of "all."

MAPP 04.02.01A - Travel Paid from State-Appropriated Funds Added the following definitions to Section III: Concur, Concur Travel Request, Concur Expense Report, Concur Travel; removed Travel Coordinator, Travel Request, and Travel Voucher. Added clarification to Section III.H on Days Spent on Business Activities. Updated Section III.K, indicating the Export Controls and Travel Embargo Form must be attached to the Concur Travel Request. Revised Section III.O on Official Mileage to reflect current operating practices. For Section III.S, the Travel Exemption Certification Form must be attached to the applicable Concur Expense Report. Extensively revised Section IV to indicate the new process for Advanced Approval of Travel in Concur. Updated link location for Export Controls and Travel Embargo Form in Section VI.A. Removed Section VII.C on Fly America Act. Replaced the Travel Coordinator with AP Travel in Section VIII.B. In Section IX.A on Airfare, documented the university will not pay for any upgrades or additional fees. In Section X on Travel Reimbursements, all reimbursements are processed through Concur, and will be paid no later than the 45th day after submission in Concur. Added an itemized receipt for overnight meals for prospective employees in Section X.D.6. Extensively updated Section XII on completing the Concur Expense Report. Updated titles and links and applicable.

Campus/Executive Review Comment:(Texas Center for Superconductivity):
In Section X.C.1, the deadline has been 45 days. We were notified by AP Travel about the shortened deadline for state funds via rules from TexTravel. Isn't this still the case?
Response: Yes, this is still the case.
Section X.C.1 has been revised to indicate 45 days.

MAPP 04.02.01B - Travel Paid from Local Funds Added the following definitions to Section III: Concur, Concur Travel Request, Concur Expense Report, Concur Travel, and Official Mileage; removed Travel Advance Application, Travel Coordinator, Travel Expense Report, and Travel Request. Added clarification to Section III.H on Days Spent on Business Activities. Updated Section III.L, indicating the Export Controls and Travel Embargo Form must be attached to the Concur Travel Request. Revised Section III.O on Official Mileage to reflect current operating practices. Extensively revised Section IV to indicate the new process for Advanced Approval of Travel in Concur. Updated link location for Export Controls and Travel Embargo Form in Section V.A. Replaced the Travel Coordinator with AP Travel in Section VII.B.2. In Section VIII.A on Airfare, documented the university will not pay for any upgrades or additional fees. Updated Section IX on Travel Reimbursements. Added Section IX.E.4 on Workshops, Conferences, Conventions, and Training. Clarified business meals for a group in Section IX.G.1. Revised Section IX.H on Mileage. Added Section IX.K. on expenses not incurred or paid by the traveler as non-reimbursable. Extensively updated Section XI on completing the Concur Expense Report and Section XIII on Travel Advances with Concur. Updated titles and links as applicable.

Campus/Executive Review Comment:

MAPP 05.04.06 - Bank Account Reconciliation Updated Section II, Paragraph 2, to include online banking systems or the final accounting close of the fiscal month. Bank discrepancies will be communicated within 20 working days; posting discrepancies will be communicated for inclusion or correction in the accounting system within 20 working days of reconciliation.

Campus/Executive Review Comment:

MAPP 06.06.01 - Security Technology Systems
(New MAPP)
This documentation sets forth procedures which establish standards over the design, installation, function, registration and operation of electronic security systems with in the facilities of the University of Houston.

Campus/Executive Review Comment: (Division of Research): In Section IV.A.6, could you rename Department of Research to Division of Research?
Response:
Comment: (Division of Research): Could we switch around Section V.A.3 and Section V.A.4 for documentation consistency?
Response:
Comment: (Division of Research): In Section II.C, we are interpreting that this definition does not include alarms on research equipment, is that the case? E.g., you may have a freezer alarm that emits a noise if unplugged or if the power is out, to protect the research samples. It may also send a message to the Principal Investigator (PI), depending on the type of alarm. We just want to make sure that the interpretation does not include this type. That being said, we would assume that these PI's could request via Section X.C that it be part of a monitoring system, given that it follows the guidelines. Please confirm.
Response:
Comment: (Faculty Senate): There is no faculty represented for the Standing Committee documented in Section IV.A, and we think this is problemaitc. Could we add a faculty member appointed by the Faculty Senate?
Response:

MAPP 09.04.04 - Maintenance Project Evaluation Committee
(New MAPP)
This document defines the roles and responsibilities of the Maintenance Project Evaluation Committee (MPEC). This committee receives a portion of monies from the Higher Education Assistance Fund (HEAF).

Campus/Executive Review Comment:

MAPP 14.01.01 - Campus Sustainability Removed the Campus Sustainability Committee from all text, including Section III.C and Section IV.B. Added responsibility in Section IV.A.6 to support the campus sustainability advisory committee.

Campus/Executive Review Comment(Faculty Senate): The Campus Sustainability Committee has been changed to an advisory committee, but there is no definition of who constitutes the advisory committee. Could we have a list of members for the advisory committee?
Response: The advisory committee voting members consist of Faculty Senate, Staff Council, and Student Government. Non-voting members also contribute to this committee from across campus. This has been designated in Section IV.A.6.



*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.





Contact Us


Policies and Procedures Coordinator
Peggy Levy
713-743-6636

uhpolicies@uh.edu