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Library Administration

Financial Procedures

Library Administration

Library Administration oversees UHD Library Operations and Services in accordance with University Compliance and Ethics. We ensure compliance of department expenditures, financing, budgeting, and planning.  We handle department level HR processes and direct processing of internal documents.  Located on the 5th floor of the Library, near 40,000 Windows (business hours Monday – Friday 8:00 AM - 5:00 PM), Library Administration also oversees scheduling and use of the Rockwell Room.

Library Administration contains the offices of the following staff:

Lisa Braysen

S-501F

Executive Director, Library Services

braysenl@uhd.edu

Trina Nolen

S-501E

 Assistant Director, Library Operations nolent@uhd.edu

Savannah Fields

S-501H

Department Business Administrator

fieldss@uhd.edu

Nakia Oliver

S-501J

Financial Assistant II

olivern@uhd.edu

Michelle Jones

S-501

 Administrative Assistant I

jonesm@uhd.edu

Library Administration functions include, but are not limited to the following tasks:

  • Provides managerial leadership for the library

  • Plans and direct library operations

  • Creates, reviews and updates Library policies and procedures

  • Oversees the management of library finances and expenditure transactions

  • Manages and responds to departmental human resources tasks

  • Consults with university faculty to determine the resources and needs of academic programs to promote student success

  • Assesses the quality and effectiveness of services

  • Coordinates departmental property management

  • Gathers and reports data to university executives and others within the UH system, when appropriate

  • Coordinates library assessment and planning

  • Represents the library within the university and UH system

The Administrative Reference Manual (ARM) is an online reference document developed to provide guidance and assistance of administrative and financial processes at the University of Houston - Downtown (UHD). UHD business staff compiled the ARM based on policies and procedures from the University of Houston System Administrative Memoranda, UHD Policy Statement, and state and federal guidelines.

End of Year Procedures

UHD Key Dates:

  • UHD's Purchasing department will send out, to Lib. Admin., and other department administrators, the UHD Key Dates Calendar, usually around May of each fiscal year.
  • The calendar, or spreadsheet, will contain key dates for processes for Accounts Payable, Accounting, Budget Office, ESO and Purchasing.
  • The DBA will review the key dates and highlight the functions pertinent to the library. These will be reviewed with Library Acquisitions during the department's weekly Financial Team Meetings.
  • The DBA will ensure that each key date is met and that the department is adhering to University policies and procedures.
  • Updates will be provided during the weekly Financial Team Meetings.

Communication:

  • Increased communication and timely follow ups to questions and inquiries between Library Acquisitions and Library Administration is crucial, especially during the end of the fiscal year.

Vouchers and Payments:

  • Accounts Payable or Office of the Provost will usually alert the department to unposted vouchers. The DBA will run a query if this does not occur. The individual with the voucher in their workflow will be asked to correct, deny and/or approve the voucher.

  • The DBA will continue to reconcile cost centers as done monthly, making a note of all PO's with large balances remaining to present during the weekly Financial Team Meetings.

  • Invoices with past due balances for Acquisitions must be researched to determine payment status and taken care of expediently. Starting in mid-July through mid-August. Task should be completed by Supervisor of Library Acquisitions or whomever is designated by Technical Services.

  • Invoices with past due balances for Library Administration must be researched to determine payment status and taken care of expediently. Starting in mid-July through mid-August. Task should be completed by DBA.

  • Processing of credit memos should be completed by mid-August.

Open Purchase Orders:

  • If possible, refrain from creating requisitions that encumber funds more than needed for the remainder of the fiscal year.

  • If possible, refrain from creating requisitions with too high a balance. Better to add money along the way, than to have a high encumbered balance remain open into the next fiscal year. Encumbered PO balances of $10,000 that remain open past current fiscal year and into a new one may alert auditors.

If it is necessary to keep the PO open, qualifying documentation that thoroughly explains the reason should be submitted to Library Administration.

What are the affects of not releasing the money at the end of the fiscal year?

  • It ties up the department’s money and does not go into fund equity.

  • It affects budget projections done by the Budget Department to the point they can be way off. Budget projections are sent to the BOR, analyzed and measured.

Updated: July 21, 2022 - MJ

UHS Internal Auditing Department

Independent and objective reviews of university operations and procedures are conducted by the UHS Internal Auditing Department, with findings and recommendations reported to the Board of Regents, Chancellor of the University Houston System and other executive officers, as appropriate.

Updated: July 15, 2022 - MJ