HEAF General Guidelines
HEAF monies are given to new faculty members by UH Central Research Division, to allow them to purchase equiment and supplies necessary to set up their new offices. The following is a quick reference for HEAF procurement:
General Definition: Acquisition of land, construction, renovation, acquisition of equipment, and library books. The actual policy and guidelines can be found in MAPP 11.02.01.
Frequent Uses
- Computers
- Software/operation systems
- Furniture/filing cabinets
- Renovation of research labs
- Monitors, keyboards, network cards. Please note: remember to reference the voucher or tag number where computer was originally purchased.
- Maintenance agreements when purchased during the acquisition of equipment.
- Equipment parts such as screws, nuts and bolts needed to build fabricated equipment is allowed; however you must assign a tag number by property management.
- Lab hardware is allowed when purchased in bulk (i.e. test tubes/ petri dish)
Account Codes
53914, 54006,54354-54356, 54358-54359, 54361, 54363, and 58XXX
Frequent Misuses
- Gases/liquids/compressed air/chemicals
- Office supplies/print cartridges/paper
- Surge protectors/tools
- CDs, Ipods, and DVD disks
- Minor repairs
- Wash bottles, or any plastic bottles
- Travel/payroll/advance payments
- Transfer funding from one HEAF cost center to another.
Approval of HEAF Documents
The Division of Research has final approval of all HEAF expenditure documents and all HEAF related reallocations. Certifying signatures are Selesta King & Rosemary Grimmet.
Document Inquiry
When inquiring about the status of a document, please be prepared to give the cost center information, the document number, and the date it was sent out. Also, please check PeopleSoft, before inquiring about the document. HEAF contacts are Isaac Davis @ 3-9933 or Kelly Berry @ 3-9250.
Trouble Shooting Budget Checking Errors
Most budget checking problems are due to insufficient funds or an expired cost center. If your budget check error states “insufficient funding”, check each budget node for a negative balance, not just the overall budget. If your budget check error states “outside project grant date”, check the expiration date.
Budget Transfers
Budget action request forms are no longer needed in regards to HEAF transfers. All HEAF related transfers are processed internally. The department or college administrator must send an email to Selesta King when a transfer is needed. The email will be used as authorization to transfer the funds into the appropriate budget node.
Dean's Speaker Series
The dean will allocate annual funding to each of the five academic departments to conduct a Departmental Speaker Series. The purpose of the series is to invite distinguished faculty from other institutions to present their research to the department’s faculty and doctoral students. Often times, these guests are also individuals that are being considered as prospective faculty as well.
Allowable expenses:
- Only covers cost for the speaker (no spouse or family members)
- Cost of Airfare
- Lodging
- Meals
- Any other necessary cost associated directly with the speaker series.
* No honorariums are allowed on this budget
* The Centers of Excellences are self funded for guest speakers
