FY11 - 3rd 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 Friday, July 22, 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.A.01 - Administrative Memoranda System Applied revised SAM template and new Revision Log. Changed responsible organization from Business Services to University Policies and Procedures throughout the procedure. Corrected table in Section 4.2 to reflect current operating responsibilities. Added Section 6.9 on Revision Logs. Added documentation in Section 7.2 on responsibilities of SME to review SAM information during documented review period and respond with either updates or indicate no revision needed by the end of the documented review period. Added information to Section 7.4 on the Component System Review (10 working days' duration) and the EVC for Administration and Finance review (no time limit) before beginning the Component Campus Review. System Executive Review changed to 20 working days. New and updated SAMs will be posted within 5 working days of approval. Changed the SAM web site location per current operating requirement and added signing up for SAM updates via the SAM Listserv portal. These changes were proposed by the Office of Policies and Procedures. Campus Review Comments: The review process for the EVC of A&F needed in
SAM 01.A.01.
Response: Changes applied; created new Section 7.4.
SAM 01.B.07 - Facilities Acquisition, Construction, or Renovation
Applied revised SAM template and added new Revision Log. The following changes were incorporated as part of Audit Issue #AR2009-22: Revised Section 2.2 and 2.8, including addition of a web site to use for project delivery processes. Removed specified approval parties from Section 2.4. Added Section 2.5.e on the ability to establish a capital renewal fund for all new construction projects. Changed the responsible party from the AVC for Plant Operations to the Executive Directors of Plant Operations. These changes were proposed by the Office of Facilities and Physical Plant. Campus Review Comments: In Section 2.4, the SVC is not needed to review and approval non-academic projects and non-academic projects in the system.
Response: Changes applied.

SAM 01.C.13 - Business Use of Vehicles Applied revised SAM template and added new Revision Log. Changed organizational titles throughout to reflect current operating practices. Updated Risk Management web site location for MVRs. Completed minor changes in Section 5.1 and Section 7.2. Changed responsible party from AVP of Plant Operations to AVP of Finance. These changes were proposed by the Office of Risk Management.
SAM 03.A.03 - Business Travel Applied revised SAM template and added new revision log. Updated documentation to include disallowance of business class and first class airfare, and added export controls and embargo restriction information pursuant to an audit finding. Added Section 3.4 on the Fly America Act. These changes were proposed by the Office of Finance.
SAM 03.A.10 - Requests for Funds from UH Foundation Applied revised SAM template and added new Revision Log. Provided the Payment Request Form as a web link in Section 2.2, and removed Addendum A. Removed the phrase "check request" throughout document and inserted the phrase "payment request." The process in Section 2.4 was updated to current operating practices. Section 2.5 documents sending a copy of the check register to General Accounting on a monthly basis for reconciliation purposes. In Section 2.7, the Administration and Finance Business Services Office was replaced with the Chancellor's/President's Business Office. These changes were proposed by the Chancellor's/President's Business Office.  
SAM 03.A.16 - Professional License Fees Applied revised SAM template and added new Revision Log. Removed reference to SAM 03.A.15 from Section 2.2, and added specific requirements for payments. These changes were proposed by the Office of Finance.  
SAM 03.C.03 - Repair and Construction Funds Applied revised SAM template and added new Revision Log. The following changes are a result of Audit Issue #SP2009-05: Changed the responsible party for Section 2.2, and removed web site customer guide for project delivery. Added Section 2.3 on submission of items to the Texas Higher Education Controlling Board will be submitted through Facilities Planning and Construction. Changed the responsible party and the approval section. These changes were proposed by the Office of Finance and the Office of Plant Operations.
SAM 03.F.07 - Foreign Bank Accounts Applied revised SAM template and added new Revision Log. Updated titles to meet current operating requirements. In Section 4.5.a, added documentation on the timing for requesting the return of all excess funds to the University's domestic depository institution. These changes were proposed by the Office of Finance.
SAM 06.B.01 - Students Called to Active Duty Applied revised SAM template and added new Revision Log. Changed area of responsibility from Student Affairs to Academic Affairs; changed SAM number from 05.A.01 to 06.B.01. Changed title of SAM by removing the word "Reservists." Changed the responsible party to Executive Associate Vice Chancellor of Academic Affairs. Added Senior Vice Chancellor for Academic Affairs to approval cycle. Changed review cycle from annually on or before June 1st to every three years on or before September 1st. Removed Section 5. These changes were proposed by the Office of Academic Affairs.
SAM 08.A.05 - Gifts by System Employees Through Payroll Deductions Applied revised SAM template and added new Revision Log. Changed Section 2.1 to document payroll deduction program to take place for an ongoing basis; rewrote
Section 2.2d and added Section 2.2e to reflect current operating requirements. Rewrote Section 2.4, including the removal of Section 2.4f documentation. These changes were proposed by the Office of University Advancement and the Office of the Treasury.
After Executive Review: Extra wording was added during the final approval process to Sections 2.4c and 2.4d to emphasize the current payroll deduction process.

*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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Policies and Procedures Coordinator
Kathleen Milford
713-743-6885

uhpolicies@uh.edu