finance presentation

Finance Presentation• Michael Soo-Hoo - soohoom@uci.edu Ext 4-7398

- Faculty Research and Travel Awards- Graduate Travel Awards- TA Allocations

• Debbie Lee - Debbie.lee@uci.edu Ext 4-5340

- Recharge Facilities• Janita Parpana

- jparpana@uci.edu Ext 4-6036- Salary Exchange Program- Contracts and Grants Proposal Review

• Yuanshun Chen- ychen@uci.edu Ext 4-4247- Set-Up Funds- Permanent Staff Salary- SAMS Access Request

Faculty Research and Travel Awards

• Two calls per fiscal year, unless all funds are not allocated, then a third and final call will go out.

• Funds awarded to faculty members must be expended by the end of the fiscal year. If PI cannot expend all funds by the end of the fiscal year can request for an extension through the Deans office and CORCLR office.

Graduate Travel Awards

- Graduate students must answer eligibility questions to see if they are eligible for the award.

- One award per fiscal year- Associate Dean Mulligan decides

who is awarded.- Out of State travel is $250, in-state

travel is $200.- Payquest reimbursement must be

forwarded to the Dean’s office for my signature or Yuanshun’s signature.

TA Allocations

• Departments submit their projected TA requests for the academic year to the Dean’s office during the Spring qtr

• TA requests are reviewed and approved by Graduate and Undergraduate Associate Deans before appointing TAs

• The school provides partial fee remission for TA’s with 25% and 50% appointments.

• Partial fee remission includes registration and education fees along with GSHIP

Recharge Facilities

Debbie Lee

Recharge Facilities

• Machine Shop• Image Works• Copy Center

• Dry Ice/Dish Wash/Autoclave

Recharge Facilities – Machine Shop

• Supervisor – Rudy Limburg (x4-6994)

• Recharge Backups – Michael Soo-Hoo (x4-7398)

• Bookkeeper – Debbie Lee (x4-5340)• Services

– Electrical and mechanical repair of laboratory equipment

– Precision welding – Metal and sheet metal work – Wood working (for custom projects and

renovations) – Plastics fabrication

Recharge Facilities – Image Works

• Supervisor – Steve Carlyle • Manager – Dave Krueger• Contact number – x4-6414 • Recharge Backups – Michael Soo-

Hoo (x4-7398)• Bookkeeper – Hana Santos

(x4-9057)• Services

– Poster Printing– Digital Imaging

• More info: http://imageworks.bio.uci.edu/index.htm

Recharge Facilities – Copy Center

• Supervisor – Steve Carlyle• Manager – Eric Sanchez• Contact number x4-6414• Recharge Back-ups – Michael Soo-Hoo (x4-7398)• Bookkeeper – Hana Santos (x4-9057)• Services

- Self Serve Copy- Full Serve Copy- Scantron and paper

• More info: http://imageworks.bio.uci.edu/index.htm

Recharge Facilities – Dry Ice/Dish Wash/Autoclave

• Supervisor – Robyn Stiffler• Contact Pam Atkins

(x4-8085)• Recharge Backups – Michael

Soo-Hoo (x4-7398)• Bookkeeper – Debbie Lee

(x4-5340)• Services

– Dry Ice

– Dish Wash

– Autoclave

Recharge Facilities – Recharge Web

• Recharge Approval:– Changes to the account, fund,

subs, project, and bookkeeper review fields

• Website: http://recharge.bio.uci.edu/approvals/

• Tutorial - http://recharge.bio.uci.edu/tutorials/recharge/

• Any questions regarding the recharge approval page should be directed to Charles Lowe (x4-8588 )

Salary Exchange Program

Purpose

• Ladder rank faculty • Permit an individual faculty

member the opportunity to charge a component of his/her salary to extramural support

• Help the School/Department/faculty to support temporary commitments, e.g. computers, office supplies, travel, etc.

Faculty Participation in the Program

• Voluntary• Obtain prior approval of

the Department Chair and Dean

• Fully meet the teaching, research and service requirements

• Participation in the program will not result in a reduction of these commitments

Compensated Effort Funded by Extramural Funds

• Not exceed 33% of faculty member's time in any given academic year

• Sabbatical leave credit will be unaffected, unless support exceeds 50% in a given quarter

• Salary savings do not include the benefit portion paid by the state

Plans

• GENCOM PLAN (11/12)– Start any month for salary

savings deduction

• Academic Professor (9/12)– Start salary savings per 4

months cycle per quarter• Fall quarter (July to Oct)• Winter quarter (Nov to Feb)

• Spring quarter (March to June)

Salary Exchange Program Request FormDate: Department:

I understand that my teaching, research and service requirements will be met in full, as prescribed by the

professorial title and participation in the program will not result in a reduction of these commitments.

I also understand that if my participation in the salary exchange program is 50% or more in a given quarter,

I will be placed on a researcher title for that portion and not accrue sabbatical credit during that quarter.

PI Name: PI Signature:

Route for Review/Approval Via:

MSO Name: MSO Signature:

Chair Name: Chair Signature:

I request participation in the Salary Exchange Program for the following grant:

Account/Fund: Agency/Award #

I request participation in the Salary Exchange Program for the following Academic Quarters:

Fall Quarter: Percent of Effort:(July 1, 2007 to Oct 31. 2007)

Winter Quarter: Percent of Effort:(November 1, 2007 to February 28, 2008)

Spring Quarter: Percent of Effort:(March 1, 2008 to June 30, 2008)

Agreement is for 80% return to the Principal Investigator, 10% Department, 10% Dean's Office

PI Return Account: Dept Account:

ROUTE SIGNED AND COMPLETED FORM TO:

Janita C. Parpana Phone: 824-6036Bio Sci Finance, NS II, Room 5103 jparpana@uci.edu

DEAN'S OFFICE APPROVAL

Albert F. Bennett Dean

Signature

Date Approved:CC:Department MSOFinancePersonnel

Distribution of Salary SavingsThe School distributes the salary savings in the following manner:

•Faculty – 80%•Department – 10%•Dean’s Office – 10%

Funds will be distributed in arrears on a quarterly basis and will be placed into departmental accounts. Any unexpended funds may be carried forward at the end of each fiscal year with no time limitations applied.

Contract and Grant Review Process

Standard Grant Proposal Components

• Cover page• Table of Contents• Abstract or Project Summary• Research Plan• Biosketches (CV)• References• Facilities and Resources• Current and Pending Support• Appendices

Requirements for Securing Approval from the Dean’s Office

• Completed and signed AA form by the PI and Chair

• Original signed face page if applicable• Copy of the proposal or scientific abstract• Budget and budget justification• Completed 700u form if applicable• Sponsor guidelines or and program

announcement

Processes for Securing Approval from the Dean’s Office

• Department submits the proposal through the Grant Tracker Website: http://www.bio.uci.edu/GrantTracker/dsp/list.cfm?CFID=263553&CFTOKEN=15451509

• Department forward a hard copy of the proposal to Finance Department for review attention: Janita Parpana

• Finance will then forward the proposal for Dean Bennett for his signature

• Timeline: Within 24 to 48 hours proposal should be ready for pick up. Finance Dept will notify the C&G Analyst via the Grant Tracker Website and email.

Contract and Grant Proposal Review Web and Contact Information

• Website: http://www.bio.uci.edu/GrantTracker/dsp/list.cfm?CFID=263553&CFTOKEN=15451509

• Contact:Janita Parpana5103 Natural Sciences II,

ZOT 1450 ext:46036 fax# 46700

Yuanshun Chen5109 Natural Sciences II,

ZOT 1450 ext:44247 fax# 46700

Set-up Funds

• A recruiting package to recruit faculty

• Typical funds are available for 3 years

• Funds are reimbursed to faculty set-up accounts based on actual expenditures

• Requests of set-up extension are approved by Dean Bennett

Permanent Staff Salary (Sub 1)

• Work with the Budget Office on downgrade and upgrade funds for separations or new hires

• Request of departments provide a copy of IDOC

• Strategizing the use of the open provisions are highly recommended

SAMS Access

• Security Access Maintenance System is decentralized down to the departments

• DSAs are department MSOs• Use Access Approval Request Form to

send requests to DSAs

• Use e-login to obtain you new login ID

• View your access at My Access

Finance Department

Responsibility Assignments for FY 07-08

Yuanshun Chen

• Budget

• Faculty FTE

• Set-up funds• Lecture Funds

• Permanent Staff Salary – sub 1

• Review of C&G proposals (back-up)

• Financial Reports

Janita Parpana

• Dean’s Office accounts - Building Maintenance, Dean’s Office

• Honors’ Convocation Awards• Faculty salary reconciliation• FDCI funds transfer• Department operating allocations• Overhead allocations• Review C&G proposals• Set-up funds tracking and transfers• UCI Foundation Funds & Regents accounts• DSA

Michael Soo-Hoo

• Arboretum, Burns Pinion, San Joaquin Marsh, and NRS

• Block Funds and Fee Remission reconciliation• Key deposit refunds• Faculty Research and Travel Awards• Recharge entry/upload• TA funds• Dean’s Office accounts – Computing, Personnel,

Finance/Purchasing, Facilities Management, MBGB, and INP

Debbie Lee

• Commitments – ongoing, multi-year & one-time• Dean Office accounts - External Relations,

Special Events, Instructional Support, Research Development Office

• Recharge Facilities – Dish/Auto/Dry Ice and Machine/Wood Shop

• Summer Sessions revenue allocations• Assists in reconciling permanent staff salary

Hana Santos

• Purchasing (50% time)

• Recharge Facilities – Copy Center and Image Works

• Dean’s Office account - Student Affairs

Thank you!