Review Archives

SAMs Reviewed During FY09 - 4th Quarter

The following SAMs were recommended for review by the component university subject matter experts. The review period concluded and changes are currently being distributed for approval. The column titled "Proposed Changes" briefly explains the updates that were submitted.

SAM Number and Name Proposed Changes Review Comments
SAM 01.B.01 - Wastewater Capacity SAM 01.0B.01 was submitted for its scheduled review. The responsible party was updated. This change was proposed by the Office of Facilities and Physical Plant.  
SAM 01.B.03 - Temporary Buildings Reference to the Board policy regarding permanent buildings was removed from SAM 01.B.03 as this policy relates specifically to temporary structures. Section 2.3 was also updated to correspond to the timing in Section 2.2. The responsible party was updated. These changes were proposed by the Office of Facilities and Physical Plant.  
SAM 03.A.28 - Tax-Exempt Bond Post-Issuance Compliance This is a new policy drafted to establish the requirements and procedures for ensuring compliance with federal laws relating to the issuance and post-issuance monitoring of tax-exempt bonds. This procedure was drafted by the Office of Finance. Suggestion: Each campus has its own space reporting and this SAM needs to address that each campus is responsible for reporting this information to the Treasurer.
Response: Changes applied.
SAM 03.E.01 - Physical Inventory of Goods for Resale, Manufacture, or Repair Section 2.7. of SAM 03.E.01 was updated to include a statement that allows reselling departments to offer obsolete goods at a discounted price. These changes were proposed by the Office of Finance.  
SAM 03.E.03 - Disposition of Abandoned and Unclaimed Personal Property SAM 03.E.03 was updated to reference the section of the state statutes on unclaimed wages. The language was also updated to state that wages are abandoned after 1 year with no claim/knowledge of location/etc. These changes were proposed by the Office of Finance.  
SAM 03.F.03 - Distribution of Income from Selected Endowments Reference to the "Southland Paper Mills Foundation Endowed Scholarship Fund" was changed to "International Paper Endowed Scholarship Fund" in SAM 03.F.03. These changes were proposed by the Office of Finance. 3.1. - Put a period after scholarships and delete “awards.”
Response: Changes applied.

3.2. - The minimum award for the Cullen Scholarship – since there are two Cullen scholarships, I think that the paragraph should explicitly state which one is referred to.
Response: Changes applied.

3.3. - Fiscal year following what? Is there a more clear way to reflect this payout time frame?
Response: Changes applied.

3.3. - Does the following fiscal year basically mean starting in September? Or an entire year later?
Response: They will continue to be posted as revenue to the beneficiary cost centers every September in a single transaction. There is no change to this process contemplated by the change in the SAM. The change in the SAM is simply a point of clarification.
SAM 03.F.04 - Cash Handling "Remote Deposit" was defined in SAM 03.F.04. Section 3.16 now requires cash and check deposits to be sent to the bank in separate deposit bags.  When applicable, checks will be sent to the bank via remote deposit. These changes were proposed by the Office of Finance.  
SAM 03.F.05 - Conveyance of Real Property Edits to SAM 03.F.05 include a provision allowing the sale of real property if it is consistent with the System's mission and business affairs. The procedures were also updated to allow direct negotiations between public agencies in Section 3.2. The System Office of Stewardship must also be notified if donated real property is sold within 3 years to facilitate IRS compliance. These changes were proposed by the Office of Finance.  
SAM 03.G.06 - Bank Account Reconciliation Procedures Section 2.1 was edited so that the System Treasurer is responsible for providing bank statements to component universities only if these statements are not available via the bank websites. The time limit for completion and review of reconciliation reports was also increased from 15 to 20 days in Section 2.3. These changes were proposed by the Office of Finance.  
SAM 06.A.02 - Communications with Coordinating Board SAM 06.A.02 was submitted for its scheduled review. The language was updated to be consistent with other SAMs and the responsible party was updated. These changes were proposed by the Office of Academic Affairs.  
SAM 08.A.04 - Naming Opportunity Board policy numbers referenced in SAM 08.A.04 were corrected and department names were updated. Recommended gift levels for common naming opportunities were adjusted in Section 2.6, and the procedures outlined in Section 3.0 were rewritten to assign primary responsibility for the origination of a naming request to the associated department development officer. The responsible party and approver were also updated. These changes were proposed by the Office of University Advancement.  
*Please note that the policies contained in this section are not official.  The changes have been submitted to University Policies and Procedures and are currently under review.  To view official System Administrative Memoranda, go to http://www.uh.edu/policyservices/sam/.







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