Refer to the Fund Manager Directory.
link to document
New accounts/FAUs may be set up based on source of allocation, purpose, and whether the activity fits within the university’s mission in relation to patient care, research, education, or community engagement. PI or administrator should contact Unita Morris or Julie Schaefer prior to receipt of any funds to determine if an approved mechanism (such as those listed below) is already in place to receive it.
Business Contracts (BCs) are revenue service agreements between UCLA and a (non-federal) client where the client will pay UCLA to render services and net income is achieved.
Business contracts are assessed 39% overhead that is returned to the department.
ELEMENTS OF A BUSINESS CONTRACT
The following documents are required to set up a business contract:
More information can be found here.
Contact Lily Reyes and Julie Schaefer to assist you in setting up a business contract.
Sales & service activities fall into two categories.
Sales & service activities typically operate on a breakeven budget, but there is an option to earn markup on external users. In addition, an overhead rate of 39% is assessed on the revenue and returned to the department.
To establish a new SSA, the following criteria is considered:
Additional criteria and information can be found here.
Contact Lily Reyes and Julie Schaefer to assist you in setting up a sales and service fund.
Surplus clinical earnings can be transferred to an academic enrichment account, if the HCOMP faculty elects to have an academic enrichment account in March of the prior fiscal year. It is assessed 8% department overhead and can be used to support research and academic activities and/or employee development.
FAQ in Annual AE (Academic Enrichment) Election
Salary savings is available for FTE holders only. When a PI/faculty receives grant sources to cover their salary, their 19900 salary can be reduced and saved accordingly.
To request salary savings, complete the salary savings memo template (add link to highlighted words) with your faculty information and submit to Unita Morris.”
Once it has been processed, the salary savings FAU will be available in the psychiatry comp plan fund. It is assessed 5% department overhead and can be used for most business expenses, including travel, entertainment, books, relevant supplies, and salaries.
Note that the salary savings memo is a request only and does not indicate the actual amount processed and assessed at fiscal year‐end. The amount may differ from the amount requested due to several components and factors comprising faculty salary.
Salary Savings Formula:
19900 FTE Value
Less salary charged to 19900
Less salary charged to Dept. COMP PLAN (due to OTC):
= Variance (or salary savings)
See “How Do I Set Up a New/Account FAU”
The process of purchasing a computer has been centralized to the IT Office to ensure proper compliance with University policy regarding security. Email SemelITBuy@mednet.ucla.edu with your request.
UCLA departments can request gift cards or deposits on BruinCard for Employee Recognition and Reward Programs (ERRP). Check the policy here for more information.
It is the policy of the University that gifts related to the following events may be presented to an employee and must be NON-CASH in nature:
Examples of unallowable awards and gifts include the following:
No. Any requested donations must come from the university and submitted as a requisition through Bruinbuy Plus.
Compensating for employee parking is a violation of university policy and is subject to internal audit review. In addition, parking requests should not be submitted through Courtesy Parking for any employee on pay status. If such charge is made on university controlled funds, the employee or the charging center/division be required to reimburse the department.
Car & driver services (limousines, executive/black cars, etc.) are not reimbursable. Travelers are encouraged to use the most economical mode of transportation.
Mileage expenses incurred on or after January 1, 2024, will be reimbursed at 67 cents per mile.
Meal expenses incurred on or after October , 2024 shall be subject to a maximum limit of $92/day.
The maximum meal allowances per person are as follows:
The description should include:
Alcohol is generally not allowed at business meetings unless there is a strong business justification. Reimbursement for alcohol purchased during an entertainment business meeting may only be made from unrestricted funds. Reimbursement from state funds is not allowed.
Use of employee’s personal funds and reimbursements for procurement of goods or services is discouraged. Please note that not all purchase of items is reimbursable. Before incurring a personal expense, please consult with either your fund manager to verify whether you may be reimbursed for the item.
It is our Department’s obligation to comply with Campus procurement policy and procedures. The University’s Procurement policy requires that a valid Purchase Order (PO) be in place prior to execution of any services or receipt of products. The PO should be issued at the time of commitment to the vendor prior to any services being rendered. Per University guidelines, orders may not be issued to pay invoices after-the-fact for any goods or services already received. This allows for University terms and conditions to be presented to the vendor when the order is placed, otherwise the vendor’s terms and conditions may govern the transaction. Vendor terms and conditions may violate UC policies, may not provide the required protection, or may have onerous business terms.
After the Fact purchases are transactions that deviate from UCLA Policy 740: Purchasing Goods and Services. Resolution requires sign-off from the staff’s PI or Center/Division Director, the Semel Chief Administrative Officer, and the Vice Chancellor for Research and Creative Activities.
Staff should not submit the After the Fact justification form. The first step is drafting a strong justification and corrective plan and submitting the draft justification to the Chief Administrative Officer.
The justification must address the following steps for the invoice to be considered for payment.
Although ATF purchases may not be intentional in most cases, the Vice Chancellor’s Office and Accounts Payable are very strict on approving these transactions and review may take time. If your Vendor becomes upset because they are not receiving payment quickly, the onus of smoothing that relationship partially lies with the individual or office that transacted the purchase, as well as the Vendor. Standard business practice for any Vendor is to receive a valid or official PO from a company prior to fulfilling an order. Unfortunately, an invoice alone is not a contract for payment without a valid PO.
New accounts/FAUs may be set up based on source of allocation, purpose, and whether the activity fits within the university’s mission in relation to patient care, research, education, or community engagement. PI or administrator should contact Unita Morris or Julie Schaefer prior to receipt of any funds to determine if an approved mechanism (such as those listed below) is already in place to receive it.
Business Contracts (BCs) are revenue service agreements between UCLA and a (non-federal) client where the client will pay UCLA to render services and net income is achieved.
Business contracts are assessed 39% overhead that is returned to the department.
ELEMENTS OF A BUSINESS CONTRACT
The following documents are required to set up a business contract:
More information can be found here.
Contact Lily Reyes and Julie Schaefer to assist you in setting up a business contract.
Sales & service activities fall into two categories.
Sales & service activities typically operate on a breakeven budget, but there is an option to earn markup on external users. In addition, an overhead rate of 39% is assessed on the revenue and returned to the department.
To establish a new SSA, the following criteria is considered:
Additional criteria and information can be found here.
Contact Lily Reyes and Julie Schaefer to assist you in setting up a sales and service fund.
Surplus clinical earnings can be transferred to an academic enrichment account, if the HCOMP faculty elects to have an academic enrichment account in March of the prior fiscal year. It is assessed 8% department overhead and can be used to support research and academic activities and/or employee development.
FAQ in Annual AE (Academic Enrichment) Election
Salary savings is available for FTE holders only. When a PI/faculty receives grant sources to cover their salary, their 19900 salary can be reduced and saved accordingly.
To request salary savings, complete the salary savings memo template (add link to highlighted words) with your faculty information and submit to Unita Morris.”
Once it has been processed, the salary savings FAU will be available in the psychiatry comp plan fund. It is assessed 5% department overhead and can be used for most business expenses, including travel, entertainment, books, relevant supplies, and salaries.
Note that the salary savings memo is a request only and does not indicate the actual amount processed and assessed at fiscal year‐end. The amount may differ from the amount requested due to several components and factors comprising faculty salary.
Salary Savings Formula:
19900 FTE Value
Less salary charged to 19900
Less salary charged to Dept. COMP PLAN (due to OTC):
= Variance (or salary savings)
See “How Do I Set Up a New/Account FAU”
TDB
The following documents are required to set up a business contract:
More information can be found here.
Contact Lily Reyes and Julie Schaefer to assist you in setting up a business contract.
We are dedicated to ensuring your experience with the UCLA Semel Finance is positive and productive. Don’t hesitate to reach out if you have any questions or need further assistance.
