Skip to main content

Finance/HR/Payroll Forms and Procedures

Click on the links below to jump directly to the corresponding section.


Finance

Purchase Requests

Please use MyNSM to submit a purchase request for supplies, computers, equipment, etc. that will be paid by invoice or P-Card. MyNSM also allows you to track the status of each request.

Business Meals

Business meals are classified as refreshments or meals for meetings with university employee(s) or university employee(s) and guest(s).

Events

Events are classified as any internal and/or external event sponsored by the College of Natural Sciences and Mathematics and hosted on or off campus.

  • All major events require prior approval at least 2-3 months in advance
  • Submit an Event Order Form for each event to Kristi Martin at business@nsm.uh.edu
  • Approval via the Dean of Students is needed 15 days in advance of an event before consuming and serving any type of alcoholic beverage on campus during an event which students will be in attendance.

Official Functions

Official functions are classified as social, entertainment, quasi-social functions, special events, and conferences sponsored by the College of Natural Sciences and Mathematics and hosted on or off campus with internal and/or external guests.

  • All official functions require prior approval at least 2-3 months in advance
  • Submit an Event Order Form for each event to Kristi Martin at business@nsm.uh.edu
  • Submit an Official Functions Form if anticipated costs are expected to exceed $5,000

Contracts

Contracts are classified as “standard” University contracts under $25,000, which require prior approval of the originating department/college and are required for events, paid services, outside vendor services, speaker fees, honorariums and purchases initiated by the College of Natural Sciences and Mathematics.

  • All Contracts require prior approval at least 3-5 weeks in advance
  • Schedule a meeting with Kristi Martin via email at kloya@uh.edu
  • Submit a Standard Purchasing Agreement for events, paid services, or outside vendor services prior to meeting
  • Submit a Speaker Agreement to obtain speaker and related services prior to meeting
  • Submit an Honorarium Authorization Form to obtain speaker and related services, for which payment is typically gratuitous or for reimbursement of estimated travel costs prior to meeting.
  • Submit a Performer Agreement to obtain services of a performer for a specific event prior to meeting.

Reimbursements

Reimbursements of any type should be submitted to Jaleesa Washington within 3-5 business dates of the purchase date. Any reimbursement not submitted to NSM CBO within 60 days may not be processed.

Travel Requests

Travel is classified as any travel within the Houston and surrounding areas as well as out of town and/or out of country travel while on business.

  • Domestic Travel
    • Submit an NSM Travel Request Form for any upcoming business trips to Jaleesa Washington at travel@nsm.uh.edu at least 2-3 weeks prior to the trip date.
    • With all travel requests, please provide a purpose and benefit as it pertains to the trip taken. 
    • If any personal days will be used within the duration of the period requested on the travel request, please input your absence request(s) prior to your departure.
  • Foreign Travel 
    • Submit an NSM Travel Request Form, Foreign Travel Checklist (top portion only) and attach a Foreign Travel Specific Addendum Statement describing the need for the trip and the benefit to the University.
    • If a 3rd party is covering any part of the expense, a detailed email/letter from the 3rd party must be submitted along with the NSM Travel Request form.
    • Every single day must be accounted for when traveling abroad.
    • Submit all appropriate forms to Jaleesa Washington at travel@nsm.uh.edu at least 3-4 weeks prior to the trip date.

HR/Payroll

New Job Posting/Creating New Positions

Requests to post or create positions for advertisement on the UH website should be initiated at least 2-3 weeks in advance.

  • Schedule a meeting with Kristi Martin via email at kloya@uh.edu
  • Complete a Request to Post/Create Position form prior to the meeting

Existing Positions/Rehires/Terminations

Requests to update salary, funding source, employment dates, etc. for existing positions should be initiated at least 1 week in advance.

  • Schedule a meeting with Kristi Martin via email at kloya@uh.edu
  • Complete a Payroll Request form prior to the meeting

Additional Compensation

An exempt staff member may be considered for additional compensation if s/he teaches a class, performs work outside the home college or division or at another component campus, or performs significantly different work outside the home department. Requests for additional compensation requires prior approval at least 2-3 weeks in advance of start date.

Career Ladder Promotion

A staff member may be considered for a career ladder promotion given the following:

    • A higher level job is needed in the Department
    • The new job is one step up on the Career Ladder
    • The employee has been in their current job at least one year
    • Performance contributions have been documented
    • The employee must meet all of the qualifications for the new job (Directly related work experience will be considered in lieu of degree requirements on a year-for-year basis, i.e. 4 years of experience is equal to a bachelor’s degree.)
    • The duties of the new job are assigned on or before the date of the promotion
    • The new Pay is within the Standard Hiring Range of the new grade
  • Schedule a meeting with Kristi Martin via email at kloya@uh.edu
  • Complete a memo documenting performance contributions and basis for request prior to the meeting