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UCSF INSTITUTE FOR HEALTH & AGING   ◊   UNIVERSITY OF CALIFORNIA, SAN FRANCISCO

IHA Administrative Support

Welcome to our administrative resources page where you will find help and information on a variety of administrative topics, policies, and procedures by selecting one of the items in the Main Help Menu below.

Since all business transactions related to grants, personnel, purchasing, and accounts/payable are directed through, and handled by, our Business Office, for further assistance, please contact us using the directory below.

This page is an ongoing "work-in-progress" and will be updated periodically. If you have suggestions as to how this page can better serve you, please send them to Douglas.McCracken@ucsf.edu.

Note for end users of Microsoft Windows XP with MS Explorer browser: When downloading a certain file, a message bar may appear indicating that the file has been restricted from showing active content. This is a security feature of your browser. To access the file, choose "Allow Blocked Content" then click on Yes.

 IHA ADMINISTRATION & BUSINESS OFFICE DIRECTORY
(Also see:  iha_org_cht07.xls
IHA Organizational Chart, in MS Excel format)

GETTING HELP ON LINE  

Click on a main category in the help menu below, then choose the specific topic to access related information, policies, & guidelines. If you need further assistance, call the appropriate staff listed in the directory above.

RESEARCH - CONTRACTS AND GRANTS 

Guides, Policies, & Procedures

If you wish to submit a proposal, contact your Research Administrator or MSO and review the IHA Proposal Preparation Timelines.  For further assistance, click on the Quick Guides or other links below or contact the IHA Business Office.

Quick Guide to Starting Your Research at UCSF
(useful for new faculty and investigators)
Quick Guide to Preparing Contract and Grant Proposals
Subcontracting with an Outside Institution
Electronic Proposals
Research Subjects
Financial Disclosure
Funding Opportunities
Other Policies and Procedures

What to Consider When Preparing a Budget: 

Salary Projections and Employee Fringe Benefits Rates
Indirect Cost Rates (F & A  Cost Rate Agreement)
NIH Salary Cap Guidance

PERSONNEL 

The following are links to IHA and UC personnel policies and procedures, including the staff collective bargaining agreements. You will also find information and tools helpful to managers & supervisors, as well as new employees.

Many of these links can be found at the UCSF Human Resources web site, located at http://ucsfhr.ucsf.edu/ where you can access a wealth of information on staff personnel policies and procedures, special programs, business tools, joblistings, training workshops & programs, and general informational updates. However, the ones identified below were listed based the most common inquiries we receive from faculty and staff. Keep in mind, however, that all personnel actions are directed through our IHA Personnel Unit, so contact us for specific answers to your questions (refer to IHA Directory above).

ACADEMIC PERSONNEL 

Academic Personnel, UCSF Main Web Site
Handbooks for Faculty and Academic Staff (a good resource)

NEW STAFF EMPLOYEES 

Getting There From Here: A Guide to Staff Career Mobility at UCSF
New Employee Checklist (campus guidelines -  contact Annabel Paragas @ 415-476-9472)
New Employee Welcome and Orientation Schedule (All new staff employees should attend.)
New Employee Orientation and Benefits Schedule   (All new staff employees should attend.)
(Also refer to Staff Personnel Policies & Procedures below.)

BENEFITS 

Benefits-Career Employees
Benefits-Casual Employees
Health & Insurance Benefits (PowerPoint Presentation)
Retirement and Investment Plan (PowerPoint Presentation)
UC Retirement Education Programs and Schedule
UC Retirement Planning
UC At Your Service Human Resources & Benefits Web Site (Need log-in user-ID & password)

STAFF PERSONNEL POLICIES & PROCEDURES 

Personnel Policies for Professional Staff (Also See Collective Bargaining Agreements)
Calendar of Monthly Hours & Holidays
Campus Code of Conduct
Disability Management Services/Workers Comp
Flex-time Scheduling - Guidelines and Procedures
Telecommuting Guidelines
Time Sheet (Submitted within first five business days of each month, for previous month)
UC "At Your Service" Human Resources & Benefits Web Site (Need log-in ID & password)

COLLECTIVE BARGAINING AGREEMENTS 

California Nurses Association (CNA)
Coalition of University Employees (Clerical Employees UNIT- CUE)
Technical Unit (UPTE)
University Professional & Technical Employees (UPTE)

SPECIAL PROGRAMS & SERVICES 

Affirmative Action, Equal Opportunity & Diversity
Campus Life Services (e.g. arts & events, child care, conferences services, media & mail services, fitness & recreation, housing, and transportation)
Center for Gender Equity
Faculty & Staff Assistance Program (FSAP)
Job Search (UCSF)  (Requires email address & password)
Office of Sexual Harassment Prevention and Resolution
Problem Resolution Center
UCSF Staff Recognition & Development Program (IHA funds also available for support staff)
Work Life Resource Center

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USEFUL LINKS FOR MANAGERS & SUPERVISORS 

Absence Management Manual
Academic Business Officers Group (ABOG)
Diversity Tool Kit (UC guidelines for achieving diversity goals)
Forms (downloadable)
Family and Medical Leave-Supervisor's Guide
Guide to Managing Human Resources
Job Evaluation Matrix - Analyst Series
Job Evaluation Matrix - Clerical/Administrative
Lay-off Guide for Managers
Limited Appointments
Performance Evaluation Forms
Recruiting and Hiring (PowerPoint Presentation)
Recruiting and Hiring-Other Links
Staffing, Classification, and Compensation Guidelines
(Also see Special Programs, Policies & Other Links above)

DEVELOPMENT AND TRAINING 

UCSF Development and Training
IHA Staff Training Request Form
UCSF Class Catalogue and Enrollment (Requires Log-on ID & Password)

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IHA PURCHASING, INVOICING, and 
REIMBURSEMENT GUIDELINES

Prior to incurring any expense, please familiarize yourself with related UCSF Policies and Procedures.  Under each topic below, you will see links to various UCSF Accounting & Material Management Web pages where you will find policies and guidelines. As you proceed, ask yourself the following questions:

• Which project should this be charged to and is the expense allowed in the budget?
• Has the P. I. (Principal Investigator or Project Director) approved the expenditure?
• Does the cost exceed $2500? (If so, see purchasing procedure below)
• Does the vendor accept Purchase Orders?
• Do I intend to purchase this in person?
• Would I be able to accept financial responsibility for this purchase if I fail to follow UC and IHA Policies?

PURCHASING

Per IHA policy, all expected purchases are recorded in our Internal Financial System (CENTRAL) via a PO numbering system (also known as a SpeedChart number). Therefore, anyone who is purchase goods or services from a managed IHA fund must request a PO# or SpeedChart Number prior to placing an order. If the item(s) is to be purchased at UCSF or through a recharge mechanism, you must provide documentation for our Purchasing Assistant (Tel: 415-514-3151, Fax: 415-476-3915). Elisa, in turn, will obtain the required signatures from the IHA Business Office, authorizing the purchase.

FOR ORDERS UNDER $2500  .

A SpeedChart number must be obtained from the Purchasing Assistant prior to the order being placed. Subsequently, submit your PO/SpeedChart Number request to the Purchasing Assistant via email (See directory above) or fax them to 415-476-3915. Your request is to be recorded on the UCSF Accounting Form REQUEST FOR DELIVERY PURCHASE ORDER RELEASE, which can be downloaded at http://acctg.ucsf.edu/archives/pc/reqdeliv.doc. Once your request has been reviewed, a PO number will be issued within one business day upon receipt of your request, approved by the Business Office on the signature approval line, and either faxed or physically returned to you. It is important to note that the main purpose of this form is to serve as documentation, which must be provided to the vendor so the vendor can have access to the order information, shipping address, and the approved SpeedChart (PO) Number, which has to be referenced on the actual invoice when generated.

FOR ORDERS $2500 AND OVER 

A Purchase Order Requisition is required. If you are making a purchase over $2500, either as a one-time purchase or if you are using the same vendor within a period of twelve months and the total cost will be equal to or exceed $2500, a UCSF PURCHASE ORDER REQUISITION is to be completed. This form can be downloaded at http://acctg.ucsf.edu/archives/pc/up10b-2.xls.

The processing of these types of requests requires somewhat more time, as they must be processed through our UCSF Material Management Department. (For more detailed information on this process please reference the UCSF Material Management Purchasing Guide located at http://www.matmgt.ucsf.edu/mmdPurGuide.html.)  The PO Requisition Form must be a hard copy with the pertinent backup documentation such as quotes or estimates. Send or bring an original to the IHA Purchasing Assistant for processing. In turn, the Purchasing Assistant will obtain all the necessary approvals and submit this to Material Management. Typically, it takes 10 to 15 business days to process PO requisitions, so plan accordingly and submit these types of requests in advance.

INDEPENDENT CONSULTANT 

By definition, this is an individual or organization of professional or technical competence outside the University who provides primarily professional or technical advice to the University.

Prior to work commencing by an outside consultant, the University requires an Independent Consultant Agreement (ICA), which is the contract document used between the University and the consultant to define the relationship.

Specifically, the agreement defines (1) what is to be done, (2) where it is to be done, (3) when it is to be completed, (4) at what price, (5) how it will be billed, (6) what are the deliverables, and (7) how UCSF determined the Consultant's proposal offer to be acceptable.

Arrangements for a consultant are made when such services are urgent, special, temporary, or technical and cannot be performed economically or satisfactorily by existing personnel.

Click here to review typical services provided to the university by consultants. If you need further information about securing consultant's services click the link below or call Judith Ferrera at 415-476-9484.

Review Typical Services
UC Policy - Securing the Services of Independent Consultants
Download ICA Form
Download ICA Amendment Form

STATE AIRFARE PROGRAM
(See Invoicing & Reimbursement under Travel section below)

INVOICING & REIMBURSEMENT 

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TRAVEL 

As an overall guide to UC Policy please see the UCSF Travel Summary Policy at http://www.ucop.edu/ucophome/policies/bfb/g28summary.pdf. Otherwise, if you have further questions, contact our Purchasing Assistant at 415-514-3151.

AIRFARE- STATE AIRFARE PROGRAM - All UCSF business travelers are encouraged to take advantage of this program. Click here to learn how to use this program.

For further questions, contact Elisa Black in our Business Office at 415-514-3151.

AIRFARE-OTHER VENDOR - If you do not use the state airfare program, you may use a travel agent of your choosing. However, determine if the vendor accepts a purchase order. If so, before making an airline reservation, obtain a SpeedChart (PO) number and submit a REQUEST FOR DELIVERY PURCHASE ORDER RELEASE FORM available at http://acctg.ucsf.edu/files/pc/reqdeliv.xls. Provide that to the travel agent so she/he can reference that number on the invoice. Also, when you receive your airline ticket, please give or send the enclosed invoice immediately to Elisa Black.

Note:  If vendor does not accept a PO and you use your personal credit card when ordering airline tickets, to be reimbursed you must later submit your original invoice and boarding pass receipt (stub) when you submit your travel voucher (see below).

Travel Expense Voucher (Reimbursement) 

This form is available at http://acctg.ucsf.edu/archives/pc/U85-2.xls and is used to capture all official travel-related expenses for a specific trip.

These are the current allowable maximum rates, subject to change. 

Domestic Per Diem -  $64.00 Per Day based on actual costs

(Exceptions -  Travel of less than 24 hours or travel of 30 Days or more. Review  the travel policy on Subsistence Expenses at http://www.ucop.edu/ucophome/policies/bfb/g28summary.pdf)

Hotel/Lodging -  Reasonable Actual Lodging Costs

Mileage - 44.5 cents a mile (effective January 1, 2007)

Foreign Travel - If less than 30 days, shall be reimbursed in accordance with the  Federal Maximum Travel Per Diem Allowances for Foreign Areas. The Foreign Per Diem Rates can be found at http://www.state.gov/m/a/als/prdm/. Click on the Current Year.

Note:  All foreign travel for state projects must be prior approved by both the funding agency and the Institute.

Helpful Notes to Expedite the Processing of your Travel Expense Voucher:

• Submit your Travel Expense Vouchers to IHA within ten days of completing your trip.
• Include all original receipts for expenses to be reimbursed and note if you received a travel advance, or if you charged airline tickets to a Travel agency that IHA paid directly.
• To assist the Accounting staff in processing your reimbursement, staple or tape your receipts on a 8-1/2 × 11 inch piece of paper. This will serve to organize the trip expenses and lessen the chance of receipts being lost.

Receipts / Documentation / Backup Required:

Airfare -Include original invoice or E-ticket as well as the original boarding passes or ticket stubs.

Lodging - original hotel invoice/receipt required

Telephone calls - Request a detailed itemization of Business Related Calls from the hotel.

Taxis - request a receipt or supporting documentation from your driver.

Meals - Although receipts for meals are only required if the expense is in excess of $75.00, it is a good idea to keep receipts for your own records. The University per-diem rule for domestic travel dictates that you can only be reimbursed up to $50 per day. If your meals expense exceeds that amount, you will be reimbursed for your actual expense. Please note your time of departure and return on your Travel Expense Voucher, as this is essential information in calculating a daily per diem rate.

You can find further information in the Travel Policy Summary located at  http://www.ucop.edu/ucophome/policies/bfb/g28summary.pdf.

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TRAVEL ADVANCES 

If you decide you need funds prior to your trip to cover hotel, airfare, and/or per diem, you may request a travel advance from Elisa Black. However this must be completed at least 30 days prior to the trip. The request form is available at http://acctg.ucsf.edu/files/pc/114-2.xls. You will need to provide complete information. Please note that UCSF Accounting will not issue another travel advance until the first one is cleared via the submission of a Travel Expense Voucher (Reimbursement form).

Note:  If you received a travel advance and the amount you report on the Travel Expense Voucher (see below) exceeds the total amount of reimbursable expenses, the traveler shall submit with the travel voucher a check for the amount due, made payable to The Regents of the University of California. 

ENTERTAINMENT 

Some food and beverage expenses may be charged to University funds provided they meet the criteria outlined in the UCSF Entertainment guidelines, which can be found at http://www.ucop.edu/ucophome/policies/bfb/bus79.pdf. Food and beverage expenses should not be incurred solely for entertainment purposes, except for those events outlined in the guidelines.   

As a rule, food and beverages are not allowable expenses on grants. However, if the Principal Investigator (PI) has specifically requested funds for food and beverages in the grant proposal and the expense has been approved, such expenses may be reimbursed if they are for the specific reasons stated in the proposal, and provided they conform to the UC and IHA reimbursement guidelines.

Under no circumstances can alcoholic beverages be purchased on a Federal grant or State Contracts. If no grant funding exists for food and beverages, expenses in this category should not be incurred unless the PI has identified an unrestricted funding source to which they may be charged.

To be reimbursed for entertainment expenses, you must submit the Check Request for Entertainment/Meeting Expenses form found at http://acctg.ucsf.edu/files/pc/U5-G2.xls.

The maximum per-person expenditure for individuals being entertained and for a University employee who is the official host, or who is a participant at the request of the official host, shall not exceed the following amounts:

Breakfast: $26.00
Lunch:  $38.00
Dinner: $64.00
Light Refreshment: $17.00

Note:  The reimbursement for a buffet reception cannot exceed the applicable meal allowance associated with the type of buffet (i.e., breakfast, lunch, or dinner).

Exceptional Entertainment Expenses, on rare occasions, may be submitted for entertainment that exceeds the normal rates. These require special handling and are reviewed by the Management Services Officer [(415) 476-9587], and subsequently approved by the Associate Dean, School of Nursing.

If you have any questions about reimbursement for travel or entertainment,
contact Elisa Black, Purchasing Assistant, at (415) 514-3151.

CHECK REQUESTS 

Check Requests may be used in those cases, in which you did not request a SpeedChart in advance and you have an invoice to pay that is under $2500.00. This form may be found at http://acctg.ucsf.edu/files/pc/U5-2.xls.   Examples of when this form can be used: (1) When an employee needs to be reimbursed for project expenses (This form can be submitted with receipts);  (2) payment of honorariums (need documentation of payee's participation, i.e. Letter of Invitation); or (3) subscription renewals.

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PAYMENTS TO FOREIGN VISITORS 

Visiting Exchange Researchers or Professors are required to have a J-1 visa classification, which allows payment of an honorarium or salary, and travel expense reimbursement, for an academic activity at UCSF. For information about arranging for a J-1 visa, contact Services to International Students and Scholars at 476-1773 well in advance of the scholar's travel to the United States.

Job applicants, research subjects, and other short-term visitors issued B-1 or WB visa waivers (Waiver for Business) may be reimbursed for incidental travel, meals, and lodging expenses, but are not allowed to receive any salary, honoraria, or other remuneration from any University source. Holders of B-2 Visas (Visitor for Pleasure) or with WT visa waivers (waiver for tourism) may not receive payment of salary, honoraria, or other remuneration, including reimbursement for incidental travel or subsistence expenses, from any University source. UC will not make any exceptions to this policy.

Caution:  Make sure that your visitors have the proper visa or they cannot be reimbursed.

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FORMS  
(Links to forms you may need)

Check Requests (Form 5)
Entertainment Expense (Meetings)
Travel Advance
Travel Expense Voucher
State Airfare BTA Sub-account Enrollment Form
Request for Delivery
Purchase Order Requisition (for purchases over $2,500 only)
Storehouse Requisition

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WebLinks Training Manual (On-Line Financial System) 

Note:  For security reasons, access to WebLinks, the University's on-line financial system, is limited to UCSF employees with further restrictions to certain functions of this system based on job duties and needs.

Most of our Projects Assistants and staff who have some purchasing or accounts/receivable responsibilities for their projects have access to WebLinks, specifically inquiry capabilities of Invoices and Purchase Orders. Under special circumstances, permission to have inquiry capabilities of general ledgers and the ability to generate reports, is granted on a  case-by-case basis.

If your job requires access to invoices and purchase orders, have your supervisor request access through an email to the management services officer (MSO).

WebLinks Manual: Table of Contents
Getting Started
Chart Fields - knowing what is mine (DPA's, Funds, NCA's, Program Codes, etc.)
Reconciling Your Ledger (applies only to those staff with General Ledger Access)
Generating Reports (applies only to those staff with General Ledger Access)
Exporting Reports to Excel
Invoices and Purchase Orders (Most common access for project staff)
WebLinks Tips
Best Practices Checklist for Managing Grants

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TECHNICAL SUPPORT / COMPUTER RESOURCES 

The Computer Resource Specialist has created a tech support and informational web site, which you can also access using our web site's navigation bar to the left. This site contains a wide variety of information on software, hardware, virus updates, and general commonsense recommendations to help you maximize the use of your computer.

Note: Although our Sacramento colleagues receive technical support on site, there is information on new software, updates, and new products that may be of interest.

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UCSF INSTITUTE FOR HEALTH & AGING  ◊  SCHOOL OF NURSING  ◊  University of California, San Francisco
3333 California St., #LHts-340, San Francisco, CA   94143-0646
More information, contact:  mariechristine.yue@ucsf.edu
This page is:  http://sbs.ucsf.edu/iha/admin.htm
Last revised:  Apr. 2008
© Copyright 2008 University of California Regents, All Rights Reserved.