SAMs in Component Campus Review, Quarter 1, Fiscal Year 2019

The following SAMs have been recommended for review by University of Houston System Subject Matter Experts (SME). To review the proposed changes, please select each policy name to view the linked document and send your comments, if any, to uhpolicies@uh.edu by September 24, 2018 (Monday)
.

The column titled "Proposed Changes" briefly explains the updates that have been submitted by the SME for Component Campus Review.

SAM Number and Name
Review Initiated By
Proposed Changes
SAM 01.B.07 - Facilities Acquisition, Construction, or Renovation
System Office of Facilities/
Construction Management
Added "repair" to Section 1; changed cost from $1,000,000 to $300,000 or more for University of Houston Facilities. Removed information on UHS applicability for authorization to lease, acquire property, or other facility modifications in Section 2.1. Updated process for projects less than $300,000 and greater than $300,000 in Section 2.2. In Section 2.3.c, added project costs over $1,000,000 require a needs assessment and final approval by UHS Facilities Planning. Added Section 2.3.G for Auxiliary operations required paperwork. Updated Section 2.4 concerning approval by the dean or director of division or college and Vice President before a needs assessment is performed. In Section 2.5, projects over $1,000,000 receive an MP1, which must be validated and approved by UHS Facilities Planning. Updated Section 2.7 for all System components tracking and recording capital and renovation projects in plant funds; also updated Section 2.7.a and Section 2.7.b on establishing procedures for cost centers and budgets and review of funding. Rewrote Section 2.8 on requirements for funding of construction and renovation projects. Revised Section 2.9 on guidelines for projects under $1 million with a fundraising component. Added Section 2.10 on projects following the approved Project Delivery Manual. Added
Section 2.11 for all project results meeting all applicable building costs and satisfying all State, local and University System requirements, with waivers being submitted to the Vice Chancellor for Facilities/Construction Management. Added Section 2.12 on circumventing programming rules and guidelines. Added Section 2.13 on prohibited actions and Section 2.14 on phased project guidelines. Changed the Responsible Party to the Associate Vice Chancellor for Facilities/Construction Management.

SAM 01.H.01 - Social Media Policy
System Office of
University Marketing, Communication
and Media Relations
Revised definition for Social Media to reflect current operating requirements. Changed responsible party from Social Media Manager to Associate Vice Chancellor for University Marketing, Communication and Media Relations. Updated titled as applicable.

SAM 01.I.01 - Institutional Compliance and Ethics Program (New SAM)
System Office of
Legal Affairs and General Counsel
This policy reflects the philosophy and provides the foundation upon which the University of Houston System (UH System or UHS) will promote a culture of compliance and ethics, adhere to Board of Regent Policy 42.01, Institutional Compliance, and ensure compliance with applicable federal and state laws.

SAM 02.B.02 - Overtime and Compensatory Time
Chief Human Resources Officers (CHROs)
Removed "component" from documentation. Added Section 2.3 regarding supervisors cannot require employees to use compensatory time in lieu of sick leave. Added information to Section 3.3 on the same topic. Changed the responsible party from the Associate Vice Chancellor for Finance to the Associate Vice Chancellor for Human Resources. Updated titles and links as applicable.

SAM 02.C.02 - Supplemental Retirement Programs
Chief Human Resources Officers (CHROs)
Applied revised SAM template and added new Revision Log. Revised links and titles as applicable. Added one voluntary Supplemental Requirement Program (for total of four) of
Roth 457(b) to Section 1.2. Removed "component" from text. Removed "benefits" from human resources department in Section 3.1. Changed responsible party from Associate Vice Chancellor for Finance to Senior Vice Chancellor for Administration and Finance.

SAM 02.C.05 - Mandatory Retirement Programs
Chief Human Resources Officers (CHROs)
Applied revised SAM template and added new Revision Log. Updated titles and links as applicable. Removed "component" throughout text. Changed responsible party from Associate Vice Chancellor for Finance to Senior Vice Chancellor for Administration and Finance.

SAM 02.D.01 - Vacation and Sick Leave
Chief Human Resources Officers (CHROs)
Applied revised SAM template and added new Revision Log. Updated links and titles as applicable. Removed "component" from university in all applicable documentation. Compensatory time cannot be used in lieu of sick time unless the sick leave has been exhausted, and the supervisor should not allow the employee to use compensatory time in lieu of sick leave when the accrued sick leave is available, as documented in
Section 4.1.e and new Section 4.1.i. Revised Section 8, retitled Sick Leave Upon Termination/Retirement of Employment. Added Section 10, Payment for Unused Leave in Event of Death.

SAM 02.D.04 - Leaves of Absence
Chief Human Resources Officers (CHROs)
Changed "component campus" to "university" throughout text. Added Emergency Medical Services Volunteers to Volunteer Firefighter leave in Section 6.10. Changed Section 6.13 to Assistance Dog Training for Employees with Disabilities. Revised Section 6.14 and Section 7.8, to have faculty leave information available through each designed university Office of the Provost. Added Section 6.16 on leave for organ or bone marrow donors and Section 6.17 on donation of blood leave.

SAM 03.A.03 - Business Travel
System Office of Finance
Corrected titles and hyperlinks as applicable. Removed voucher and replaced with travel document in Section 2.2. Removed Sections 2.4 through Section 2.10 on travel guidelines. New Section 2.5 emphasizes travel documents, and removes vouchers. New Section 2.7 adds fees for carry-on bags and luggage to be purchased at the lowest price available. Removed specific information from Section 3.2 and combined information from Section 3.3 to make a new Section 3.2.

SAM 03.A.22 - Reporting Financial Accounting Information to External
Parties
System Office of
Finance
This SAM is being submitted as a "Housekeeping Change."
Updated links and titles as applicable. No additional redlines indicated by the Subject Matter Expert (SME).
SAM 03.D.06 - Taxable Fringe Benefits
System Office of
Tax Department
Removed Exhibits A, B, and C, which are currently found on the UH Tax Department website; this information is references in Sections 1.1, 1.2, and 1.3. Removed most of the information in Section 3.1, adding instructions to reference the UH Tax Department website; proper account coding in Section 3.2 can be found on the UH Tax Department website. Removed payments through Payroll and Accounts Payable on Auto Allowance in Section 3.3.a. Removed payments through Payroll and Accounts Payable for Awards, Prizes and Gifts in
Section 3.3.b; inserted gift cards for gift certificates. Updated Section 3.3.d on Communication Allowance to remove taxes paid by the employee. Removed payment through Payroll in Section 3.3.f on Housing Allowance. Restructured Section 3.3.g on Human Subject Testing, removing payment through Payroll and instructions on the UH Tax Department website. Insurance Premiums (Section 3.3.h) are taxable, along with Moving Expenses (Section 3.3.i). Removed Taxable Non-Direct Expenses as part of Section 3.3.i; modified Temporary Storage. Overnight Meals (Section 3.3.j) are not reimbursable through Accounts Payable. Travel Advances must be accounted for within 120 days per documentation in Section 3.3.m. Added Section 7 with links to the Exhibits A, B, and C.

SAM 04.A.01 - Audits by External Auditors
System Office of Audits
The hyperlink in Section 2 was out of date. Updated the section with the new link and new wording for the updated International Standards for the Professional Practice of Internal Auditing. Section 3.5 was deleted to reflect that the State Auditor's Office no longer performs this work and this requirement is already addressed by Section 5.1. Section 4.1 was updated to add the General Counsel.

SAM 05.B.01 - Principles Guiding the Operation of Intercollegiate Athletics
System Office of Athletics
Added Revision Log. Updated titles and links as applicable. Changed the foundation name to University of Houston Foundation in Section 2.1.8. No additional changes were made by the Subject Matter Experts.

SAM 08.A.01 - Management and Development of University Advancement Activities
System Office of University Advancement
Rewrote content to reflect current operating requirements, reflecting more task-oriented processes and responsibilities.


Please note that the policies contained in this section are not official. These changes have been submitted to the University Policies and Procedures and are currently under review. To view official System Administrative Memoranda, go to
http://www.uh.edu/af/universityservices/policies/sam/index.htm.





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