University of Houston-Victoria

Administration and Finance

Office of the Vice President for
Administration and Finance

Affirmative Action Plans
DUE DATE: As specified
RECIPIENT(S):
Governor's Office(301)
Legislature
Legislative Budget Board(104)
Each state agency shall develop and implement personnel policies and procedures that comply with Chapter 21, Labor Code, including personnel selection procedures that incorporate a workforce diversity program. The Texas Commission on Human Rights shall review the personnel policies and procedures of each state agency on a six-year cycle. The review shall be completed within one year. Not later than 60 after the commission completes the review of a state agency and provides its review and any recommendations to the agency, the agency shall submit to the commission, the governor, the legislature, and the Legislative Budget Board a report detailing: whether the agency implemented the recommendations of the commission; and if the agency did not implement all of the commissions' recommendations, the reasons for rejecting those recommendations. Labor Code, Sections 21.452-21.454.

American Recovery & Reinvestment Act (ARRA)

DUE DATE: Quarterly
RECIPIENT(S):
Governor's Office (301)
State Auditor (308)
Legislative Budget Board (104)
State Comptroller (304)
Each of the State agencies and institutions of higher education receiving appropriations under the ARRA article of the state's General Appropriation Act shall submit quarterly reports on expediture of funds appropriated from the American Recovery and Reinvestment Act Fund. The report shall be in the format prescribed by the Legislative Budget Board, including the following: the estimated number of jobs to be created or retained and the number of full-time equivalent positions. General Appropriations Act, Article XII, Section 5 (Fiscal Years 2010-2011); Senate Bill 1, 81st Legislature, Regular Session, 2009.

Annual Reports and Inventory
DUE DATE: November 20th
RECIPIENT(S):
Governor's Office (301)
State Auditor (308)
Legislative Budget Board (104)
Legislative Reference Library (105)
State Comptroller (304)
No later than November 20th the executive head of each state agency shall file with the Governor, the State Auditor, the Legislative Budget Board, Legislative Reference Library, and the Comptroller of Public Accounts an annual report as of August 31 of the preceding fiscal year showing the use of appropriated funds. An annual report shall be prepared by the agency to present the financial position and the results of its operations and changes in financial position for the fiscal year in conformity with reporting guidance provided by the Comptroller of Public Accounts. Government Code, Section 2101.011., and House Bill1, 75th Legislature, Regular Session, 1997(Fiscal Years 1998-1999), House Bill 1, 76th Legislature, Regular Session, 1999(Fiscal Years 2000-2001), and Senate Bill 1, 77th Legislature, Regular Session, 2001(Fiscal Years 2002-2003).

Audit Report
DUE DATE: Before November 1 of each year RECIPIENT(S):
Governor's Office (301)
Legislative Budget Board (104)
Sunset Advisory Commission(116)
The Internal Auditor shall prepare an annual report and submit the report before November 1 of each year to the Governor, the Legislative Budget Board, the Sunset Advisory Commission, the State Auditor, the State agency's governing board, and the administrator. The State Auditor shall prescribe the form and content of the report, subject to the approval of the Legislative Audit Committee. Government Code, Section 2102.009.

Bond Transaction Report
DUE DATE: 60 days after a bond sale RECIPIENT(S):
Texas Bond Review Board(352) Each entity that issues State bonds shall report to the board its bond transactions. Civil Statutes, Art. 717k, Section 7c.

Contract Notification
DUE DATE: Not later than the 10th day after a contract is entered into
RECIPIENT(S):
Legislative Budget Board(104)
An institution shall provide written notification to the Legislative Budget Board, not later than the 10th day after an institution of higher education enters into a contract, for which the total value exceeds $14,000, for consulting services, a contract for professional services, a construction contract, or a contract for major information systems. HB 1, 76th Leg., Art. IX, Sec. 9-7.05, pg. IX-64.(FY2000 - FY2001)

Debt Report
DUE DATE: 90 days after the end of each fiscal year
RECIPIENT(S):
Office of the Attorney General (302)
Each state agency shall file an annual debt report with the Attorney General not later than the 90th day after the end of each fiscal year. The report shall contain information required by rules adopted under this section by the Attorney General. Government Code, Section 2107.005.

EEO Reporting
DUE DATE: 7th Workday of each Calendar Year
RECIPIENT(S):
Commission on Human Rights(344)
Not later than the seventh workday of each calendar year, each State agency, including public institutions of higher education, shall report equal employment opportunity information for the preceding calendar year to the Texas Commission on Human Rights as required by this section. The report must be made on a form provided by the Commission. Labor Code, Section 21.552.

Encumbrance Reports
DUE DATE: Not later than October 30 of each year
RECIPIENT(S):
Legislative Budget Board(104)
State Auditor(308)
State Comptroller(304)
A state agency that expends appropriated funds shall report into the uniform statewide accounting system all payables and estimated encumbrances for the first three quarters of the current appropriation year within 30 days after the close of each quarter and submit a binding encumbrance report to the comptroller, the state auditor, and the Legislative Budget Office no later than October 30 of each year. Government Code, Section 403.021.

Equity Ownership/Business Participation Report
DUE DATE: November 20th of each year, or the date established by the State Comptroller
RECIPIENT(S):
Governor's Office (301)
Legislative Budget Board(104)
State Auditor(308)
Legislative Reference Library(105)
State Comptroller(304)
Higher Education Coordinating Board(781)
House Appropriations Committee(102)
Senate Finance Committee(101)
The Governing Board of each system and institution shall include in the annual report a list of employees who hold equity interests in or are directors of business entities that have agreements with the system or institution relating to research, development, licensing or exploitation of intellectual property owned by the system or institution. Education Code, Section 51.912.

Financial Information Required of State Agencies
DUE DATE: November 20 of each year
RECIPIENT(S):
Governor's Office (301)
Legislative Budget Board(104)
State Auditor(308)
Legislative Reference Library(105)
State Comptroller(304)
Not later than November 20 of each year, the executive head of each state agency shall submit an annual financial report regarding the agency's use of appropriated money during the preceding fiscal year to: the Governor, the Comptroller, the Legislative Reference Library, the State Auditor, and the Legislative Budget Board. Government Code, Section 2101.011.

FTE State Employees
DUE DATE: Last day of first month following each fiscal year quarter
RECIPIENT(S):
State Auditor(308)

Not later than the last day of the first month following each quarter of the fiscal year, a State agency shall file with the State Auditor a written report that provides for that fiscal quarter:
1. number of full-time equivalent State employees employed by the agency and paid from funds in the State Treasury;
2. number of full-time equivalent State employees employed by the agency and paid from funds outside of the State Treasury;
3. the increase or decrease, if any, of the number of full-time equivalent employees from the fiscal quarter preceding the quarter covered by the report;
4. the number of positions of the agency paid from funds in the State Treasury;
5. the number of positions of the agency paid from funds outside of the State Treasury; and
6. the number of individuals who performed services for the agency under a contract, including consultants and individuals employed under contracts with temporary help services.
7. the number of managers, supervisors, and staff.
The report must be made in the manner prescribed by the State Auditor.

Government Code, Section 2052.103.

Historically Underutilized Minority Businesses - Contracts
DUE DATE: March 15 & September 15
RECIPIENT(S):
General Services Commission(303)
State Comptroller(304)
Each state agency shall send to the General Services Commission information required by the commission for the preparation of the commission's report not later than March 15 and September 15 of each year.
Each state agency shall report the following information with regard to the expenditure of both treasury and non-treasury funds: (1) the total dollar amount of purchases and payments made under contracts awarded to historically underutilized businesses; (2) the number of businesses participating in any issuance of state bonds by the agency; (3) the number of contracts awarded to businesses with regard to the agency's acquisition, construction, or equipping of a facility or implementation of a program; and (4) the number of bids, proposals, or other applicable expressions of interest made by historically underutilized businesses with regard to the agency's acquisition, construction, or equipping of a facility or implementation of a program. Government Code, Section 2161.122.
All state agencies and institutions of higher education shall report to the commission and Comptroller of Public Accounts all non-Treasury funds spent with historically underutilized businesses in accordance with the reporting required in Chapter 2161, Government Code. HB 1, 76th Leg., Art. IX, Sec. 9-9.03, pg. IX-70.

Investment Reports
DUE DATE: Quarterly
RECIPIENT(S):
Governor's Office (301)
Legislative Budget Board(104)
State Auditor(308)
State Comptroller(304)
The governing board shall file a quarterly report of all investment transactions involving endowment funds, short-term and long-term investment funds, and all other securities transactions, in a manner prescribed by the Legislative Budget Board. HB 1, 77th Leg., Art. III, Section 6(5), pg. III-231.

Legislative Appropriation Request
DUE DATE: Even numbered years
RECIPIENT(S):
Governor's Office (301)
Legislative Budget Board(104)
State Auditor(308)
State Comptroller(304)
Legislative Reference Library(105)
Texas State Publications Clearinghouse, State Library(306)
Department of Information Resources(313)
Each institution, department, agency, officer, employee, or agent of the State shall submit any estimate or reporting relating to appropriations requested by the Legislative Budget Board or under the Boards direction. Each estimate or report shall be submitted at a time set by the Board and in the manner prescribed by the Board rules. An estimate or report required under this section is in addition to an estimate or report required by other law, including those estimates or reports relating to appropriations required by Chapter 401. Government Code, Section 322.007.
The Governor may collaborate with the Legislative Budget Board in designing and preparing uniform budget estimate forms on which all requests for legislative appropriations must be prepared. The Governor shall require that all appropriation requests be submitted to the Governor on the forms. Government Code, Section 401.04

Minutes of the Governing Board
DUE DATE: After each meeting
RECIPIENT(S):
Texas State Library and Archives Commission(306)
The Governing Board shall make minutes of the meetings available to members of the Legislature and to Agencies in the legislative branch of State government in an electronic format determined by the Texas Legislative Council. Government Code, Section 306.007.

Minority-Owned and Woman-Owned Business
DUE DATE: Not later than October 31
RECIPIENT(S):
Governor's Office(301)
Legislature
Not later than October 31 of each academic year, the Board of Regents shall file with the Governor and each house of the Legislature a written report containing the following information for the previous academic year for all businesses, minority-owned businesses and women-owned businesses, classified by gender and minority group status:

the total number of contracts relating to the issuance of bonds by the Board under this chapter and to the items to be financed by those bonds;
the total dollar amount the Board of Regents must pay under each contract described in Subdivision (1) of this subsection; and
the total number of businesses submitting bids or proposals relating to the issuance of bonds by the Board under this chapter and to the items to be financed by those bonds. Education Code, Section 55.03.

Nonfinancial Data
DUE DATE: December 31st
RECIPIENT(S):
Governor's Office(301)
State Comptroller(304)
Legislative Reference Library(105)
State Auditor(308)
Legislative Budget Board(104)
No later than the date prescribed by the State Comptroller, each state agency and institution of higher education shall submit a report of various information covering the preceding fiscal year in conformity with reporting guidance provided by the State Comptroller. Unless otherwise provided for by statute or regulation, the report shall include (1) an itemization of bonded agency employees, (2) an analysis of space occupied, (3) an itemization of fees paid for professional or consulting services, (4) an itemization of fees paid for legal services, (5) a report of agency owned or leased aircraft, (6) an itemization of certain proprietary purchases, (7) a report of real property, (8) a summary of the use of historically underutilized businesses, (9) an itemization of transfers of appropriated money, (10) an itemization of vehicle purchases, (11) a report of expenditures paid by or on behalf of the agency for benefits or general services, (12) a summary of lump-sum payments made for vacation or compensatory leave, (13) an itemization of employees authorized to use state owned vehicles for personal purposes, and (14) a summary of recycled, remanufactured, and environmentally sensitive purchases. Government Code, Section 2101.0115.

Operating Budget
DUE DATE: November 1
RECIPIENT(S):
Governor's Office (301)
Legislative Budget Board(104)
State Comptroller(304)
Legislative Reference Library(105)
Higher Education Coordinating Board(781)
On or before November 1 of each fiscal year, an itemized budget covering operations of that fiscal year shall be filed with the Governor's Office of Budget and Planning, Legislative Budget Board, the Comptroller of Public Accounts and Legislative Reference Library in the format prescribed jointly by both budget offices. Education Code, Section 51.0051; HB 1,76th Leg., Art. IX, Sec. 9-7.01, pg. IX-62.

ORP Reports
DUE DATE: Annually
RECIPIENT(S):
Higher Ed. Coord. Board(781)
The governing board of each institution of higher education, other than the Texas Higher Education Coordinating Board, shall annually submit a report to the coordinating board that includes information concerning the number of participants and eligible positions and the amount of contributions. Government Code, Section 830.006.

Requests for Public Information
DUE DATE: Annually
RECIPIENT(S):
Legislative Budget Board(104)
Each State governmental body shall report to the Legislative Budget Board the number and nature of requests for information, and the cost to the State governmental Body in terms of capital expenditures and personnel time. SB 1851, 76th Leg., Section 3, Sec. 552.010.

Risk Management - Losses
DUE DATE: 60 days after close of each fiscal year RECIPIENT(S):
Office of Risk Management(479)

Each state agency shall report to the director for each fiscal year:
1. the location, timing, frequency, severity, and aggregate amounts of losses by category of risk, including open and closed claims and final judgments;
2. loss information obtained by the state agency in the course of its administration of the workers' compensation program;
3. detailed information on existing and potential exposure to loss, including property location and values, descriptions of agency operations, and estimates of maximum probable and maximum possible losses by category of risk;
4. estimates by category of risk of losses incurred but not reported;
5. information the director determines necessary to prepare a Texas Workers' Compensation Unit Statistical Report; and
6. additional information that the director determines to be necessary.
The information shall be reported on or before 60 days after the close of each fiscal year. Labor Code, Section 412.053.

Salary Supplementation
DUE DATE: September 15
RECIPIENT(S):
Secretary of State(307)
State Comptroller(304)
Funds appropriated to a State agency or to an institution of higher education may not be expended for payment of salary to a person whose classified or exempt salary is being supplemented from other than appropriated funds until a report showing the amount and sources of salary being paid from other sources has been reported to the Secretary of State and Comptroller. HB 1, 77th Leg., 2001, Art. IX, Sec. 3.02, pg. IX-28.

Strategic Plan for Information Resources Management
DUE DATE: June 15 of even numbered years
RECIPIENT(S):
Legislative Budget Board(104)
Department of Information Resources(313)
Each State Agency shall prepare an agency strategic Plan for information resources management. The agency strategic plan shall be prepared in a format prescribed by the Department of Information Resources. Government Code, Section 2054.095.