UCLA

SEMEL INSTITUTE FOR NEUROSCIENCE AND HUMAN BEHAVIOR & DEPARTMENT OF PSYCHIATRY

175919

FACULTY SALARY DISTRIBUTION REQUESTS

POLICY AND PROCEDURES

The following procedures and internal policies have been developed to ensure prompt and efficient processing of faculty salary distribution changes and salary savings requests. As well as improve compliance with the Dean’s Office faculty salary guidelines and limitations.

IMPORTANT GUIDELINES:

All requests must be received by the due date in order to be processed by the month’s payroll deadline.

Only 1 change request will be allowed per month per faculty (Salary Savings requests exception).

Actions received after the due date will be subject to processing in the following month’s cycle. Subsequently changing the effective date of the request to the next month.

Retro-activity will be allowed with proper justification.**See Semel Cost Transfer Justification Form Guidelines Chart.

No salary can be moved retro-actively from a NON-CAPPED source (non C&G funds) to a CAPPED(C&G funds) source. The monthly salary rate will be in excess of the capped source salary rate. EFM will not allow such changes to go through. There are no exceptions. This does not apply to Faculty/PIs who are below the salary cap rate.

The Semel Cost Transfer Justification Form must have all required signatures. **See Semel Cost Transfer Justification Form Guidelines Chart.

Semel Cost Transfer Justification Form Guidelines Chart

Staff / Faculty / NPEAR
Fund Rollover
(within 120 days) / Not Required / Not Required / Not Required
0-60 days / Upon Request from Fund Manager / Required w/ FM and PI signatures / Required w/ FM and PI signatures
61-120 days / Required w/ FM and PI signatures / Required w/ FM and PI signatures / Required w/ FM and PI signatures
Over 121 days / Required w/ ALL signatures / Required w/ ALL signatures / Required w/ ALL signatures
Over 90 days on Expired Funds / Required w/ ALL signatures / Required w/ ALL signatures / Required w/ ALL signatures
Retransfer Request * / Required w/ ALL signatures / Required w/ ALL signatures / Required w/ ALL signatures

*Please Note: Retransfer requests are audited and considered exceptions only. Strongjustification and all signatures are required.

PROCEDURES FOR REQUESTING & SUBMITTING FACULTY SALARY CHANGES FOR:

  1. Salary Savings:
  1. First, submit a Salary Savings request memoto the Finance Office (Unita Morris). Via email is fine.
  2. DCR (Distribution Change Request) will be generated by Finance and emailed back to the administrator for signature of the Faculty and the Center/Division Director.
  3. After obtaining the signatures, Administrator will then forward the DCR (original) to Finance Office (Unita M.).
  4. All other approvals(C&G FM, Jason Huang, and Drs. Whybrow/Fawzy)will be obtained on the DCR by Unita Morris.
  5. Signed documents will then be submitted to Academic Personnel Office for final processing.
  1. Requests Involving Finance Managed Funds Only:
  1. Submit all fund change requests to the Finance Office (Unita Morris). Sending an email is sufficient; you may also request the current salary distribution of a faculty from Unita for determination of changes.
  2. DCR will be generated by Finance and emailed back to the administrator for signature of the Faculty and the Center/Division Director.
  3. After obtaining the signatures, Administrator will then forward the DCR (original) to Finance Office (Unita M.).
  4. All other approvals(C&G FM, Jason Huang, and Drs. Whybrow/Fawzy)will be obtained on the DCR by Unita Morris.
  5. Signed documents will then be submitted to Academic Personnel Office for final processing.
  1. Requests involving C&G Funds and Finance Managed Funds:
  1. Submit all fund change requests to the Finance Office (Unita Morris). Send an email to Unita; you may also request the current salary distribution of a faculty from Unita.
  2. DCR will be generated by Finance and emailed back to the administrator for signature of the Faculty and the Center/Division Director.
  3. After obtaining the signatures, Administrator will then forward the DCR (original) to Finance Office (Unita M.).
  4. All other approvals(C&G FM, Jason Huang, and Drs. Whybrow/Fawzy)will be obtained on the DCR by Unita Morris.
  5. Signed documents will then be submitted to Academic Personnel Office for final processing.
  1. Requests involving Contract and Grants Funds Only:
  1. Submit all fund change requests to Office of Extramural Support (Assigned Fund Manager) by completing a Contract & Grant Request Form (CGCR) (APPENDIX II) along with the salary distribution worksheet showing current and proposed changes. Please obtain a template of the CGCR form and current salary distribution from your fund manager.
  2. PI and/or Administrator must complete the Semel Cost Transfer Justification Form. **See Cost Transfer Justification Form Guidelines Chart.
  3. Send a draft of the completed Semel Cost Transfer Justification Form to your Fund Manager for review and approval prior to obtaining Faculty’s/PI’s signature. Your Fund Manager will obtain Dr. Whybrow’s/Fawzy’s signature if required.
  4. Signature of Faculty requesting changes and Semel (NPI) Fund Owner is required before fund manager approval.
  5. Signed documents will then be submitted to Academic Personnel Office for final processing.
  6. Please note retro activity will require time to review. Please review “OES PAR Timeline for retro salary adjustments” as these dates apply to faculty adjustments.

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For Questions:

DCR Primary Contact: Unita Morris, x52522,

DCR Alternate Contact: Julie Schaefer, x45537,

CGCR Contact: Assigned OES Fund Manager