Administration Misc. Tip Sheet - Revised: 3/4/2013
 Administration Office
Staff Member
Brown, Brigitte
Brunson, Claire
Gutierrez, Cynthia
Humbird, Walter
McNiel, Nancy
Montano, Minerva
Ortiz, Debbie Sue
Sherrer, Donna
Primary Duties
Cost Transfers, RBC Letters, EO&D forms, RTRs, Budget, Dean’s areas
reconciliations, Pre-offer summaries, Grants: Cost Sharing, Multiple PI
Projects, IDC Waivers
Director of Management Services, Visas, Renovations,
Official Function forms, ID Badges, Parking, Calendars for Dr. Nancy
McNiel, Angela Smith & Claire Brunson
Job Coordinator
Associate Dean for Administrative Services
Petty Cash, reconciliations, (casual employee: works Mon & Tues)
Procurement for Dean’s areas, Payroll checks, Parking validation (TMC)
PA processing, RTR processing, Check/Cash deposit box
Phone
713-500-5029
713-500-5018
713-500-5017
713-500-5221
713-500-5050
713-500-5026
713-500-5078
713-500-5019
 Below are some Resources you hopefully will find to be helpful. The topics are in no particular order and were selected as they
are some of the Frequently Asked Questions I receive on a day-to-day basis. Other topics may be added periodically, so check our
Administration website -FORMS (link below) for updates. Your suggestions are welcome and appreciated. If you notice any
outdated/incorrect links or information, please let me know. Thanks for all you do for our Medical School!
 Helpful Links
 https://inside.uthouston.edu/ (Inside the University – this is an excellent reference tool to bookmark)
 https://inside.uthouston.edu/inside/a2z.htm (Inside the University A-Z – another great tool)
 http://peopledirectory.uth.tmc.edu/peopledirectory/index.jsp (People Directory)
 https://med.uth.edu/ (MS website)
 http://med.uth.tmc.edu/administration/finance_admin/forms.html (MS Administration website - FORMS)
 http://med.uth.tmc.edu/Assets/pdf/administrative-telephone-list.pdf (This is a list of MS administration/pdf)
 Building Access/ID Badges - A
• Departments should assign 1-2 key staff members (DMO/ASO) to submit all building access requests via email to the Admin Office.
• In the ‘Subject’ line of the email, type in the name of individual + #s located underneath black strip on back of ID Badge.
• MSB General access - Cynthia.Gutierrez@uth.tmc.edu (primary contact); all other Admin colleagues are back-up.
• MS Nursing Mothers’ Room, B.619 - Cynthia.Gutierrez@uth.tmc.edu (granted in 4-month increments; renewable)
• Animal Care (CLAMC) access - Kelly.N.Garner@uth.tmc.edu
• IMM/SRB access - Lourdez.C.Reyes@uth.tmc.edu
• BBS access - Claire.Brunson@uth.tmc.edu
• Gross Anatomy Lab, B.230 - Kurt.E.Clark@uth.tmc.edu
• Pathology Class Labs, 2.105 & 2.107 - Claire.Brunson@uth.tmc.edu
• Learning Resource Center (LRC) - Karim.P.Marani@uth.tmc.edu
 Building Access/ID Badges-B (non-UTH employees; Memorial Hermann, other affiliated colleagues, contractors)
• Department designee completes the ID Badge form and sends via email to Admin Office (Cynthia Gutierrez). Include in email the
justification for the ID badge and the contact information for the individual (phone, dept, title, email). Activation is granted in 1-year
increments or less; renewable if the dept sends email to Admin Office requesting same, before the badge expires. Department must
keep track of all visitor badge requests and advise Admin Office when badge requires de-activation.
• https://inside.uthouston.edu/finance/bursars/id-badges.htm (Bursar’s Office ID Badge form)
• Bursar’s Office: 7000 Fannin, #2240, 713-500-3088, https://inside.uthouston.edu/finance/bursars/contact-us.htm
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Administration Misc. Tip Sheet - Revised: 3/4/2013
 Parking-A (TMC garages or lots, G-4, 7, 8, Lots AU, SM, Smith Lands +)
• Contract Availability website: http://www.tmcparking.org/ From the menu bar go to Contract Parking then Space Availability. The
list will be updated by TMC Parking as space availability changes.
• Departments/Deans’ areas have designated “Parking Coordinators”. The Parking Coordinators List is on the Admin website.
• Parking Coordinators will assist employees with TMC contracts - new, changes or terminations.
• Obtaining a parking contract is a multi-step process: 1) employee contacts dept Parking Coordinator + completes payroll deduction
form + provides parking data for TMC database, 2) Coordinator enters employee data into the TMC system, 3) Coordinator sends
payroll deduction form to Benefits Office, 4) Employee completes the process by going to UTPB to obtain the TMC Parking Card.
• The forms: Payroll Deduction form & TMC database information template & Guidelines are accessible on the Admin website.
• Only full-time employees can have parking deductions made via payroll deduction on pre-tax basis.
• Non full-time employees can obtain contracts directly with TMC Parking: 713-791-6161.
• Benefits Office: 713-500-3935, benefits@uth.tmc.edu, https://inside.uthouston.edu/finance/benefits/
 Parking-B (UTH garages or lots – UCT, UTPB, Prairie View, RPC +)
• Auxiliary Enterprises coordinates the parking contracts for UTH garages/lots.
• UTPB location: 6414 Fannin, 832-325-7655, parking@uth.tmc.edu
• UCT location: 7000 Fannin, 713-500-3405, parking@uth.tmc.edu
 UTH Shuttle
•Auxiliary Enterprises operates the UTH Shuttle. Any UTHealth student or employee presenting a university ID may ride the
UTHealth Shuttle between UTH campuses. Shuttles operate Monday through Friday, from 6:00 am to 8:30 pm. The frequency of
stops depends on what time of day it is and the traffic volume within TMC.
• http://www.uthouston.edu/shuttle/index.htm (Auxiliary Enterprises Shuttle website)
• http://www.uthscshuttle.com/ (Shuttle Tracker – really cool tool!)
 Time & Labor (timesheets)
• https://selfservice.uth.tmc.edu/psp/hrss/?cmd=login (Employee Self Service)
• Payroll Office: 713-500-3962, payroll@uth.tmc.edu, https://inside.uthouston.edu/finance/payroll/
 Visa - H-1B Petitions
• Visa documents are handled by Claire.Brunson@uth.tmc.edu. The 4 items noted below MUST accompany each H-1B request.
Please label/adhere post-it tabs: OIA Advisory, Ltr of Support, Actual Wage, Prevailing Wage – makes it so much easier for us .
• OIA Advisory - This summary is prepared by the Advisor in the Office of International Affairs. Place this document on the front/top
of the packet. If this is missing, we cannot accept the packet.
• Letter of Support - This letter is most often from the Chair. Departments should include a signature line for the
Dean/designee. Place this behind the OIA Advisory.
• Actual Wage - Place this completed document behind the Letter of Support.
• Prevailing Wage - Place this document behind the Actual Wage.
 Visa - Permanent Residency Requests
• OIA Advisory - This summary is prepared by the Advisor in the Office of International Affairs.
• Letter of Support - Departments should include a signature line for the Dean/designee.
 Visa - J-1 documents
• Typically, the Dean’s signature is not required for J-1 visas.
• Exception: When a J-1 applicant is an MD and a signature is required for the Incidental Patient Contact memorandum.
 RTA’s for International Travel
• Institutional policy currently allows international travel using fund sources: 50000-59999
• Sponsored projects (50000-57999)
• Gift funds (58000-58999)
• Endowment funds (59000 – 59999)
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Administration Misc. Tip Sheet - Revised: 3/4/2013
 RightSourcing – Contingent Staffing requests (to request Temporary staff)
• Complete the MS Contingent Staffing Request form located on the Admin website & forward via email to Department DMO or
Deans’ area Administrator for review & approval. Information required on form: position requested, type of funding &
chartfield #, justification: Why are temporary services required? Why are current staff unable to cover duties? What is
the anticipated duration of the assignment? Include any other pertinent information.
•DMO/Administrator will submit the completed MS Contingent Staffing Request form via email to Dr. Nancy McNiel &
cc: Cynthia Gutierrez.
•DMO/Administrator will be notified by Dr. Nancy McNiel via email of approval/request for additional information.
•Once DMO & Dean approval is obtained, visit HR website: http://hr.uth.tmc.edu/rightsourcing.html, complete the
“Contingent Staff Request form” and submit the form via email directly to RightSourcing: UTHHS@rightsourcingusa.com.
•IMPORTANT NOTE: If the temporary services need to be EXTENDED past the initially approved end date, these requests MUST be
re-submitted to Dr. McNiel & cc: Cynthia Gutierrez, BEFORE the assignment is due to end, with a justification as to why the services
must be extended. Be sure to also include: confirmation of the availability of funding and a new END date for the temporary
services.
 Exception to Hiring Delay Forms
• There is a standard form for these requests which is accessible from the Admin website.
• The DMO must send this form + the organization chart via email to Dr. McNiel with a cc: to Cynthia Gutierrez.
 Temporary Removal of Equipment Form (for approval of temporary removal of equipment from UTHealth campus)
• Capital Assets Management: capital.assets@uth.tmc.edu, 713-500-4701, https://inside.uthouston.edu/finance/forms.htm,
• Ensure all fields are completed.
• Renew each fiscal year.
 Petty Cash Window at MS
• Tuesday mornings, 9:00 – 10:00 a.m.
• Contact: Minerva Montano (note: works only on Mon & Tues), 713-500-5026
• The Bursar’s office at UCT 2240 is also an option when the Medical School Petty Cash Window is not open.
• Bursar’s Office:7000 Fannin, #2240, 713-500-3088, https://inside.uthouston.edu/finance/bursars/contact-us.htm
 Establishment of Petty Cash funds for clinical trials
• Ensure secure location and process for accessing funds.
• Minimize amount of funds on hand.
• https://inside.uthouston.edu/finance/treasury-management/operations.htm#administer
• https://inside.uthouston.edu/finance/bursars/petty-cash-guidelines.htm
• TreasuryMgmt@uth.tmc.edu, 713-500-4944
 Membership Reimbursements for residents/fellows
• According to the Expense Reimbursement Guide, membership dues, expense code 67201, are reimbursable to employees only Payment/Reimbursement for membership in a professional society or organization in the name of a faculty or staff member can be reimbursed.
Cannot be on State or Federal Funds; must be mailed to an institutional mailing address. See HOOP 36 - Membership in Professional & Educational
Organizations for additional information.
• The University acknowledges the potential benefits of allowing residents/fellows to be reimbursed for relevant membership(s) in professional
organizations during their training here at UTHealth and therefore allows schools to request exceptions to the employee-only policy with a written
justification and approval from the Dean.
• To expedite the processing of department approved resident/fellow reimbursements, we have received approval from the university’s Employee
Reimbursement Team to allow departments to submit to the MS Dean’s office a blanket approval for reimbursement of residents’/fellows’
membership fees to professional organizations. As with other blanket approvals, the dates can only be through the end of the fiscal year in
question. The department should give whatever specifics are appropriate to its program (the number of residents/fellows in the program, the
benefits of these expenses to the program, etc.). One blanket request for each program each fiscal year should be sufficient. (There does not need
to be a separate request for each person.) This option would eliminate the need to submit a separate justification for each individual
reimbursement request throughout the fiscal year. A copy of the blanket approval should be attached to each reimbursement request.
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Administration Misc. Tip Sheet - Revised: 3/4/2013
 Prior Approval for Official Function forms
• https://inside.uthouston.edu/finance/expense-reimbursement/forms.htm (Expense Reimbursement Team [ERT] website)
• Note: MS utilizes only the PRIOR APPROVAL for Official Functions form (obtain form from the ERT website, rev 2/28/2011.)
• Refer to MS policies/guidelines on the Admin website; Note: MS has more stringent guidelines than other UTH schools.
• Refer to MS CHECKLIST on the Admin website to ensure essential fields are completed.
• Note: If food is to be provided and reimbursed by UTH funds, complete in advance, the Prior Approval for Official Functions form.
• Note: We prefer your DMO (their designee) review/approve the Official Function forms.
• Reminder: Contracts must be reviewed/signed by MS Procurement.
• Reminder: Do NOT advertise or send invitations until the Official Function is approved.
• Reminder: Mr. Kevin Dillon’s email 9/16/2010 – present; (…UTH is suspending all reimbursements to employees for “intra” UTH
official function or entertainment expenditures…when they occur solely among or between UTH employees…)
• Note: Please allow at least a week for documents to be reviewed/processed.
• Note: Please submit your documents within a folder with your contact information on the tab. Please use signature tabs to ensure
we review all documents. If there are justifications or related attachments, indicate same on the front of the Official Function form.
Upon review, an email will be sent to the individual noted on the folder tab with a note that your documents are ready for pick-up in
the Admin Office, MSB G.420; folder will be placed in the file sorter located in the front of the office. If you prefer your folder be
mailed to you via interoffice mail, please indicate same on the folder or on the documents – include address.
 Request to Serve Alcohol forms
• Review HOOP Policy #9 – Alcoholic Beverages: http://www.uthouston.edu/hoop/policy.htm?id=1447866
• Utilize the alcohol form, rev 6/15/2010, https://inside.uthouston.edu/finance/documents/ert/PermissionToServeAlcohol.pdf
• Note: Dean Colasurdo prefers that alcohol NOT be served on campus.
• Excerpt from HOOP Policy #9:
•alcoholic beverages are not served at any university sponsored or -affiliated event for more than 3 hours in the course of any event, nor later
than 10 pm; and,
•alcoholic beverages are not served at any university sponsored or -affiliated event during the usual working hours of 8 am to 5 pm, Mon-Fri;
•alcoholic beverages are not served to underage persons; •efforts are made to regulate the serving of alcohol; •alcoholic beverages are not
served to intoxicated persons; •non-alcoholic beverages are provided at all events and food is provided where possible.
 Notary List
• https://inside.uthouston.edu/legal/general-legal-ethics-counsel.htm
• Click on above link (Office of Legal Affairs), then scroll down the page, and you’ll see a link to “Notary Listing.”
• This listing is maintained by the Office of Legal Affairs.
 MS DMO List
• The MS DMO List is on the Admin website.
• The list is updated on an as-needed basis; as changes occur.
• DMO (Directors of Management Operations)
 Technology Supplement Request and Security Acknowledgement Form
• The Technology Supplement Request and Security Acknowledgement Form (see Admin website) must be completed and
attached to all supplement reimbursement requests.
• Refer to http://it.uth.tmc.edu/cio/itpolicies.htm for the complete UTH Mobile Computing and Supplement Policy.
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