SAMs in Component Executive Review for the 1st Quarter, Fiscal Year 2019

The following SAMs have been recommended by University of Houston System subject matter experts for Executive Review.  To review the proposed changes, please select each policy name to view the linked document and send comments/suggestions, if any, to
uhpolicies@uh.edu by October 30, 2018 (Tuesday).

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.
SAM Number and Name Proposed Changes
SAM 01.B.07 - Facilities Acquisition, Construction, or Renovation 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 current 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 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)
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 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 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 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 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 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 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.D.06 - Taxable Fringe Benefits 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 for up to 30 days. 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 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 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 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.  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/af/universityservices/policies/sam/index.htm.





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