Policy and Procedure Statements

01 Executive Management   Effective Date Review Cycle Review Date Reviewer
01.01.01 PPS System  6/1/85 June (E4Y-85) 06/17 Executive Assistant
01.01.02 Role of Vice President for Finance and Support Services 6/1/03 June (E3Y-03) 06/18 VPFSS
01.02          
01.02.01 Assistant Real Estate Director Responsibilities 10/17/05 Oct. (E4Y-05) 10/17 Real Estate Specialist
01.03          
01.03.01 Scheduling of Major Construction Projects  7/1/88 April (E3Y-88) 04/18 Director, Facilities Planning, Design & Construction
01.04          
01.04.02 Payment of Musical Copyrights  2/23/83 April (E4Y-83) 04/19 Director, Auxiliary Services
02 Academic Administration          
03 Fiscal Operations   Effective Date Review Cycle Review Date Reviewer
03.01 Accounting - General           
03.01.01 Chart of Accounts 9/1/88 Sept. (E5Y-88) 09/18 AVP Financial Services
03.01.02 Signature Authority for Depository and Investment Accounts 11/15/00 Nov. (E5Y-00) 11/20 Treasurer
03.01.04 Concurrent Enrollment  11/1/96 May (E4Y-96) 05/16 Treasurer
03.01.05 Inter-fund Loans  11/10/96 Jan. (E4Y-96) 01/16 AVP Financial Services
03.01.06 Fees  6/17/85 Mar. (E4Y-85) 03/17 Treasurer
03.01.08  State Comptroller Signature Cards  11/10/96 Feb. (E6Y-96) 02/22 Director, Accounting
03.01.09  Utilities Allocations  6/14/85 May. (E4Y-85) 05/17 AVP Financial Services
03.01.10  Merrick Endowment Funds  8/1/90 Aug. (E5Y-90) 08/19 AVPFSS Planning
03.01.11 Discretionary Budgets and Expenditures  6/2/90 June (E4Y-90) 06/18 AVPFSS Planning
03.01.12 Direct Deposit - Payroll & Non-Payroll Payments 6/1/01 June (E5Y-01) 06/20 Director of Payroll and Tax Compliance
03.01.13 Personal Long Distance Charges 6/01/02 June (E4Y-02) 06/16   VPFSS
03.01.14 Business Meals 12/11/12 Dec. (E2Y) 12/16 Director of Accounting
03.01.15 Accounts Payable Check Pickup Process 9/14/16 Sep. (E2Y) 12/16 AVP Financial Services
03.01.16 Vendor Maintenance 3/1/15 Mar. (E3Y) 03/18 VPFSS
03.02 Budget           
03.02.01  Budget Changes  10/1/87 Oct. (E4Y-87) 10/19 Director of Budget
03.03 Cashiering          
03.03.01 Distribution of Financial Aid Residuals  4/10/01 Mar. (E5Y-01) 11/16 Director, Student Business Services
03.04          
03.05 Disbursements (incl. Travel)           
03.05.01  Reimbursement of University Business Expenses Paid from Personal Funds 3/10/00 Mar. (E4Y-00) 03/20 Director of Accounting
03.05.02  FSS Administrative Development Funds 10/7/03 Oct. (E3Y-03)  10/18 VPFSS
03.05.03 State Hotel Occupancy Tax 7/1/00 July (E4Y-00) 07/16 AVP Financial Services
03.05.04 Moving and Relocation Expenses 12/03/07 Dec. (E2Y-07) 12/17 Director, Accounting
03.06 Loan Collections           
03.07 Payroll (incl. related taxes)           
03.07.01 Student Social Security & Medical (FICA) Tax Withholding Exemption 7/1/00 May (E3Y-00) 07/15 Director of Payroll & Tax Compliance
03.07.02 Payroll Overpayments resulting in claims & restitution 10/12/12 Oct. (E4Y)  10/16 Director of Payroll & Tax Compliance
03.08 Procurement          
03.08.01 Procurement Card Memo of Understanding 6/1/15 June (E5Y) 06/20 Director of Procurement & Strategic Sourcing
03.09 Tax Issues (other than Payroll)          
03.09.02 Employee Discounts on Texas State Goods and Services 5/15/00 May (E4Y-00) 05/16 Tax Specialist
03.09.03 Texas Sales and Use Taxes-Collection, Reporting, and Remittance 5/01/14 May (E4Y) 05/18   AVP Financial  Services
03.09.05 Employer-Provided Meals and Housing 5/4/01 May (E5Y-01) 05/16 AVP Financial Services
03.09.06 Scholarships and Fellowship Grants Paid to Nonresident Aliens, Students and Scholars 5/18/01 May (E5Y-01) 05/16 Tax Specialist 
04 General Administrative Services    Effective Date Review Cycle Review Date Reviewer
04.01          
04.02          
04.03          
04.04.01 University Organizational Charts  11/1/90 Sept. (E4Y-90) 09/16 Assistant Vice President, Human Resources
04.04.02 Compensatory Time for Exempt FSS Staff 10/7/02 Sept. (E4Y-02)  10/18 Assistant Vice President, Human Resources
04.04.03 Holiday Policy  4/1/87 Mar. (E4Y-87) 02/19 Assistant Vice President of Human Resources
04.04.04 Administrative Appointments  3/16/87 Jan. (E4Y-87) 01/19 Assistant Vice President, Human Resources
04.04.05 On-Call Procedures 9/7/16 Sept. (E2Y-07) 09/17 AVP Facilities
04.04.09 Payroll  6/15/94 Sept. (E4Y-94) 09/18 Director of Payroll
04.04.10 Awards: Team Recognition  2/1/93 Jan. (E4Y-93) 01/17 AVPFSS Planning
04.04.11 Vice President's Customer Service Career Achievement Award 5/01/10 Oct. (E4Y) 05/18  VPFSS
04.05          
04.05.01 Confined Space Entry  6/1/95 Sept.(EOY-95) 07/17 Director, EHSRM
04.05.02 University Energy Lockout/Tagout Procedures  6/1/95 Mar. (E3Y-95) 03/16 AVP Facilities
04.05.03 Respiratory Protection Program  6/1/95 Feb. (E3Y-95) 03/16 AVP Facilities
04.05.05 Driving Safety Policy 12/1/96 June (E2Y-96) 06/16 Director, Facilities Management 
05 Logistical Services   Effective Date Review Cycle Review Date Reviewer
05.01.02 Allocation of Responsibilities for the Materials Management and Facilities Departments  5/1/84 Jan. (E4Y-84) 01/16 Director, Materials Management and AVP Facilities
05.01.04 Furniture & Building Renovation/Demolition 6/15/92 June (E6Y-92) 06/20 Director, Materials Management
05.01.06 Roy J. Beard Art Collection  4/1/88 Apr. (E3Y-88) 04/18 AVPFSS Planning
05.01.07 Warehousing & Storage Responsibilities 9/15/00 Feb. (E6Y-00) 02/18 Director, Materials Management
05.01.09 Electronic Verification of Equipment (E.V.E) 6/25/03 Jun. (E5Y-03)  02/17 Director, Materials Management
05.02          
05.02.01 Standard University Colors for Vehicles, Signs and other Materials  3/1/98 Jan. (E6Y-98) 01/16 Director, Purchasing
05.03          
05.03.06 Incoming Mail, Outgoing Mail, Campus Distribution and Permit 29 Mailings  11/1/97 Sept. (E2Y-97) 09/17 Director, Auxiliary Services
05.03.07 Assignment and Use of 9-Digit Zip Codes  10/1/86 Sept. (E4Y-86) 09/16 Director, Auxiliary Services
05.03.09 Copy Cats 4/11/85 June (E5Y-85) 06/20 Director, Auxiliary Services
05.04          
05.04.01 Emergency Operations of Campus  4/15/87 April (ONY-87) 12/17 AVP Facilities
05.04.02 Notification of Scheduled Utility Interruptions 12/1/91 Nov. (E4Y-91) 11/19 AVP Facilities
05.04.03 Employee Security Training 6/16/86 Mar. (E4Y-86) 03/18 Treasurer
06 Community Relations / Public   Effective Date Review Cycle Review Date Reviewer
06.01.01 Conscribed Email 9/1/05 Sept. (E2Y-07) 09/17 Executive Assistant 
06.01.02 FSS Policy on Diversity 8/1/07 Dec. (E3Y-10) 12/16 Chair, FSS Diversity Committee and Assistant Vice President, Human Resources
07 Student Services    Effective Date Review Cycle Review Date Reviewer
07.01.01 IRS Form 1098-T Preparation and Distribution 6/16/10 Mar. (E5Y-10) 06/15 Director, Student Business Services
08 Facilities   Effective Date Review Cycle Review Date Reviewer
08.01.02 Scheduling and Execution of Deferred Maintenance 2/27/08 Feb. (E4Y-08) 02/20 Associate Vice President, Facilities
08.01.03 Moving Guidelines for the Relocation of Departments into New or Renovated Facilities  7/1/87 Dec. (E4Y-87) 12/19 Director, Facilities Planning, Design & Construction
08.01.04 Guest Housing 2/20/19 May. (E4Y)  02/19 AVPFSS Planning
08.02          
08.02.01 Water Management Plan 4/24/12 Apr. (E2Y) 04/16 Grounds Operations
08.03          
08.03.02 Campus Maps  7/10/02 Mar. (E5Y-02)  03/17 AVPFSS Planning 
08.04          
08.05          
08.05.01 HUB Construction Contract Administration 10/10/02 Oct. (E5Y-02)  10/17 AVP Facilities