FY11 - 2nd Quarter SAMs in System Executive Review

The following SAMs have been recommended by University of Houston System subject matter experts for review.  To review the proposed changes, please select each policy name to view the linked document and send comments/suggestions, if any, to
palevy@central.uh.edu by Monday, April 18, 2011.

To review the proposed changes, please select each policy name to view the linked document. 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 Component Draft Review, Campus Review, and the System Executive Review of the policies listed below.

SAM Number and Name Proposed Changes Review Comments
SAM 01.C.08 - Receiving Gifts of Real Property Applied new SAM template and revision log. Plant Operations' responsibilities changed to Risk Management in Sections 3.1 and 3.2. Updated responsible parties. These changes were proposed by the System Office of Risk Management. Executive Review Status: Under further review by SMEs and Legal Counsel to reflect current operating practices. Will be delayed to 3rd Quarter, FY 2011.

SAM 01.C.15 - Pedestrian Safety

Note: This is a new SAM procedure.

This new SAM provides guidelines for a safe environment for students, faculty, staff, and visitors using University of Houston System component university pedestrian walkways, minimizing potential conflict between motorized vehicles and pedestrians. This documentation was drafted by the System Office of Risk Management and the Office of Facilities Management. Campus Review Suggestion: This SAM should also include respect for pedestrians in crosswalks in and around campus. Pedestrians have the right of way in crosswalks (as noted in the Texas Transportation Code 552.003) but that does not occur around here. The SAM only talks about sidewalks right of way. Perhaps the street issue is not in the SAM since it is already in the law, but a greater awareness of the issue may help prevent a disaster waiting to happen, particularly on Calhoun, near Optometry.
Response: Changes applied.

Campus Review Suggestion: 1) In the first sentence of Section 2.2.1 after sidewalks, add "and crosswalks."
2) In Section 2.2.1, add the statement that motorized vehicles should pass a pedestrian at no more than 10 MPH and be extremely cautious when approaching or passing a handicapped pedestrian.
3) In Section 2.0, add some verbiage regarding bicyclists and pedestrians.

Response: Changes applied for Suggestion 1 and 2. Suggestion 3 will be addressed in a future SAM or MAPP on Bicycle Safety.

Campus Review Suggestion: In Section 2.2.2, "Street licensed vehicles should not be operated on walkways unless approved in advance my component university..." The word "my" here should be "by."
Response: Changes applied.

Executive Review Suggestion: For Section 4.0 (Review and Responsibility): Instead of AVP of Finance being the responsible party, I would think one of the following may be more appropriate: EVP of Administration and Finance (Dr. Carlucci), or AVP of Public Safety and Security (Chief Malcolm Davis), or ED of Facilities Management (Melissa Rockwell).
Response: After further review, will wait until next revision cycle to update Section 4.0.

SAM 03.A.06 - Establishment, Maintenance, and Discontinuance of Credit Card Services Applied revised SAM template and revision log. No additional changes were needed per the Subject Matter Expert. No changes were proposed by the System Office of Finance.
SAM 03.A.12 - Exemption from State of Texas Taxes for University Expenditures Applied revised SAM template and revision log. Removed reimbursement consideration in Section 2.2. Clarified lodging taxes for state versus local in Section 2.3. Added Section 2.7, indicating reimbursed taxes for goods and services except for sponsored project and state-appropriated funds. These changes were proposed by the System Office of Finance.
SAM 03.A.25 - Representation Allowance Applied revised SAM template and revision log. Family member expenses of legitimate purpose can be reimbursed. The Chancellor's/President's Office were assigned the responsibilities if establishing allowances, tracking expenditures, and reporting monthly balances. Activated links to cited documentation. These changes were proposed by the Chancellor's Office.  
SAM 03.G.03 - Financial System Verification of Cost Center Transactions Applied revised SAM template and revision log. In Section 2.4, Cost Center managers are now responsible for reviewing monthly cost center verification reports. These changes were proposed by the System Office of Finance.
 
SAM 03.G.05 - Requirement for Utility Bill Audits Applied revised SAM template and revision log. Section 2.4 was revised to indicated that refunds will be deposited at the cost center that incurred the associated expense. Provided web link for Texas Government Code Chapter 2112. These changes were proposed by the System Office of Finance. Executive Review Question: Is the main purpose of this exercise to still identify any irregularies or errors in utility billings? Does this SAM apply more to the bills from our providers and not those generated internally from auxiliary/retail billings and recovery? In any event, are these audits are paid for by the refunds or savings identified from such audits?
Response: Changes are not needed to SAM. Questions have been answered by SME.

*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/sam/





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Kathleen Milford
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