Finance Presentation

1. 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

2. 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.

3. 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.

4. 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

5. Recharge Facilities Debbie Lee

6. Recharge Facilities • Machine Shop • Image Works • Copy Center • Dry Ice/Dish Wash/Autoclave

7. 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

8. 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

9. 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

10. 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

11. 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 )

12. Salary Exchange Program

13. 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.

14. 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

15. 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

16. 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)

17. Salary Exchange Program Request Form

18. Distribution of Salary Savings • The 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.

19. Contract and Grant Review Process

20. 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

21. 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

22. 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.

23. 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 Parpana 5103 Natural Sciences II, ZOT 1450 ext:46036 fax# 46700 Yuanshun Chen 5109 Natural Sciences II, ZOT 1450 ext:44247 fax# 46700

24. 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

25. 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

26. 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

27. Finance Department Responsibility Assignments for FY 07-08

28. Yuanshun Chen • Budget • Faculty FTE • Set-up funds • Lecture Funds • Permanent Staff Salary – sub 1 • Review of C&G proposals (back-up) • Financial Reports

29. 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

30. 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

31. 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

32. Hana Santos • Purchasing (50% time) • Recharge Facilities – Copy Center and Image Works • Dean’s Office account - Student Affairs

33. Thank you!