UCorp Project Director Training March 3 11 2020

UCorp Project Director Training March 3 & 11, 2020 1

TRAINING HOUSEKEEPING NOTES � Thank you for attending � Please mute & have video turn off � Please leave your questions in the chat � Please ask questions at the end of each section 2

AGENDA � Welcome Tammie Ridgell � UCORP Mark Angstman HR UPDATE � Insurance, � UCORP � Fixed Liability and Risk PROGRAMS UPDATE Assets � Year-end Preparation Anthony Victoria Kathleen Bruno Maggie Woo 3

UCORP HR UPDATE Mark Angstman 4

Independent Contractor � Dynamex Decision – ◦ Clarifies the definition of Independent Contractor. ABC Test � � � A. Is free from control and direction B. Performs work that is outside the usual course of (our) business C. Customarily engaged in independent established trade, occupation or business 5

Independent Contractor, page 2. UCorp HR makes the determination whether they are paid as on Independent Contractor or not. Length & time are not determining factors Hiring as employee is never wrong. 6

Independent Contractor page 3. Types of credentials we may request to support Independent Contractor status (not all inclusive: ) � Website � Flyer Advertising Service � Business card � Business License 7

Independent Contractor ◦ Maintains separate location ◦ Contracts with other businesses to provide same or similar services ◦ Advertises ◦ Owns own tools, vehicles, equipment ◦ Can negotiate rates, set own hours 8

Who is an Independent Contractor? Some examples (not all inclusive): � Marketing � Graphic � Grant � Fine (if work is original and creative) Design Writer Artist Still Photographer Free Writer, Editor Real Estate Licensee 9

Human Resources – 1 st Contact � UCorp HR is your first contact for all employment -related topics: ◦ Hiring ◦ Discipline ◦ Termination ◦ Exempt vs. nonexempt ◦ Leaves, i. e. FMLA 10

NEW UCorp Hiring Policies - Reminder § Consult with UCorp HR § Prepare job description / job announcement § Submit job announcement to UCorp for review (Must include EEO disclaimer and background check language) § Conduct job search § May not inquire about or consider salary history when determining whether to offer employment or what salary to offer 11

UCorp Hiring Policies – Reminder (pg. 2) Once primary candidate is selected: a) Complete New Hire Recommendation Form, Employment Form signed by the candidate, Project Director and Dean b) Submit both forms to UCorp with detailed job description, interview notes and reference checks form. c) UCorp will obtain required signature approvals 12

UCorp Website � UCorp’s website is a valuable resource for information. http: //ucorp. sfsu. edu/human-resources 13

UCorp Website 14

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Employment Form 16

Job Description 17

Employment Change Form 18

Supervisor’s Responsibility Electronic Timecard � Timesheets must be reviewed and on-time. � UCorp policy requires using ‘Workforcenow’ electronic timecard. 19

Supervisor’s Responsibility � Performance reviews (due June 30 every year) ◦ Notice sent in May � Salary increases require written justification and Employment Change Form � Familiarize yourself with our Handbook 20

Employee Terminations � UCorp must be notified of a termination as soon as possible: ◦ ◦ Employment Separation Form Resignation Letter (original) Final timesheet COBRA notification (benefited) 21

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Project Termination �A separation form is needed when an employee is terminated from a project (yet remains employed) 23

INSURANCE LIABILITY RISK ETC. . Anthony Victoria 24

INSURANCE, LIABILITY, RISK, etc. , . Relative to payments to be made What’s new? HONORARIA Payments Release of Liability/Promise Not to Sue (waiver form) is now required to be signed by the individual receiving payment … & just a reminder Payments to INDEPENDENT CONTRACTORS SHORT TERM SERVICE AGREEMENT Payments to-/Contracts with- Vendors providing a service Individuals & companies paid in these instances must provide proof of coverage in accordance with UCorp’s insurance requirements, found at: https: //ucorp. sfsu. edu/sites/default/files/documents/insurance-requirementsindemnification-AORMA-authored. pdf 25

INSURANCE, LIABILITY, RISK, etc. , . SFSU STUDENTS PARTICIPATING IN FIELD TRIPS (pursuant to Executive Order 1062) waiver of liability & emergency contact forms required from students - course-based, faculty led trips course-based, non-faculty led trips forms are not required; students are responsible for accepting any risks involved - non-course based, faculty led trips non-course based, non-faculty led trips department led off campus events see https: //senate. sfsu. edu/policy/student-field-trip-policy for additional reference … also, regarding the retention of waiver forms: three (3) years, kept within College office 26

INSURANCE, LIABILITY, RISK, etc. , . PARTICIPANTS ATTENDING UCORP/SFSU SPONSORED EVENTS inclusive of field trips to campus (which also covers: EOS, Downtown Ctr, Sierra Nevada Field Campus) or to other non-campus venues for UCorp/SFSU sponsored programs - waiver of liability & emergency contact forms required from all participants - dependent upon the activity, additional insurance coverage may be required (ie. , . Participant Accident Insurance, Special Events coverage) … also, regarding the retention of waiver forms: three (3) years for non-minors; three (3) years or until minor turns 21 years of age, whichever is longer, kept within program’s files IMPORTANT NOTE: * * * if minors are involved/participating, there are other considerations/requirements * * * 27

INSURANCE, LIABILITY, RISK, etc. , . M I N O R S … do your employees/volunteers interact with minors ? ? ? … if “YES”, any/all of your employees & volunteers must: be finger-printed & be background-checked & sign a STATEMENT ACKNOWLEDGING REQUIREMENT TO REPORT CHILD ABUSE & NEGLECT (pursuant to Executive Order 1083) : as a General Reporter: legal requirement to report suspected child abuse or neglect no matter where it occurs, or as a Limited Reporter: legal requirement to report suspected child abuse or neglect only if it occurs on CSU premises or at an official activity of, or program conducted by UCorp/SFSU NOTE: these actions are done as part of the on-boarding/hiring process & must be completed prior to commencing work or any involvement with minors 28

INSURANCE, LIABILITY, RISK, etc. , . M I N O R S … do 3 rd parties participating in your program’s activities include minors ? ? ? … will the work your contractor/service provider involve minors ? ? ? … if “YES”, contracts, MOU’s, agreements must take into consideration, the following: associated individuals have undergone screening consistent with CSU, SFSU, UCorp requirements, such as background checks & fingerprinting associated individuals have received abuse prevention training consistent with CSU, SFSU, UCorp requirements associated individuals will comply with California Mandated Reporting law, as applicable if applicable, confirm defined supervision procedures for monitoring minor participants, including, but not limited to adult-to-minor ratios, high-risk activities, etc. , . confirm that all incidents/allegations of abuse or sexual misconduct (including youth to youth) will be reported back to UCorp 29

INSURANCE, LIABILITY, RISK, etc. , . M I N O R S … do 3 rd parties participating in your program’s activities include minors ? ? ? … will the work your contractor/service provider involve minors ? ? ? … if “YES” insurance requirements have been amended to include Abuse & Molestation coverage, with a limit of no less than $2, 000 per occurrence and the additional insureds of the state of California, Trustees of the CSU, SFSU and the UCorp is to be extended to said Abuse & Molestation Insurance policies 30

INSURANCE, LIABILITY, RISK, etc. , . … pending & upcoming… - - guidelines for consideration when contracting with performing artists mandated Discrimination & Harassment training for Supervisory & Non-supervisory UCorp employees (via UCorp’s Human Resources office) mandated Working with Minors training (via UCorp’s Human Resources office) a dedicated & separate ‘Insurance, Liability, Risk’ link on UCorp’s web site (with referenced links to other related pages, forms, etc. , . ) 31

UCORP PROGRAMS UPDATE Kathleen Bruno 32

Reimbursed Release Time (RRT) and Salary/Benefit Reimbursements to SFSU � Please submit your UCorp-funded requests for 2019 -2020 RRT and Salary/Benefit reimbursements by May 15, 2020. Requests received after that date may not be processed until October 2020. 33

Submit requests to Kathleen Bruno with the following information: � Faculty/Lecturer/Staff � Semester Name & Fiscal Year � UCorp Fund Number � Number of course releases OR Amount to be reimbursed. 34

Electronic Payment Requests � Effective March 16, 2020, UCorp began transitioning to electronic processing of all payment requests. At this time, UCorp will accept invoices submitted through email or Docu. Sign for payment. Docu. Sign is preferred, and will be required in FY 20202021. 35

There are four new UCorp templates available for use Docu. Sign now, with more coming soon. The templates available now are: • UCorp Check Request – Direct Payment • UCorp Check Request - Reimbursement • UCorp Hospitality Request – Direct Payment • UCorp Hospitality Request – Reimbursement 36

Look for new templates in the coming weeks. Budget Officers will be notified when new templates are available for use. We encourage you to begin using these templates immediately. If you have questions about using the form or routing, please contact Kathleen Bruno at kbruno@sfsu. edu. 37

Kathleen will work with Fiscal Affairs and the Budget Office to ensure that the correct Fund and Department are credited. Contact Information: � kbruno@sfsu. edu � 415. 338. 7920 38

FIXED ASSETS Maggie Woo 39

SENSITIVE ELECTRONIC EQUIPMENT � � Any piece of electronic portable device that is sensitive in nature or subject to theft must be separated tracked by the responsible department through the use of an Equipment List for tracking existence and location purposes. EXAMPLES: v Computers (desktops, laptops) v Printers v Monitors v Fax machines v Mobile phones v Video projectors v Cameras v Video cameras and/or recorders v Microscopes v Telescopes v Two-way radios v Other individual communication devices 40

TAGGING AND PERIODIC INSPECTIONS � 1. � � 2. � � 3. � � 4. � � 5. Upon approval and acquisition, all fixed assets and sensitive equipment must be shipped to and received through the campus receiving. UCorp staff will assign the tag for the asset and entry into the fixed assets inventory lists which includes: v Serial number v Model number v Corporation inventory number Project/Office staff is responsible for affixing the tag sent to them by UCorp to all new fixed assets including moveable items. The Corporation Director’s/Manager’s administrative duties include acting as the authorized custodian for the fixed assets located in their area and are responsible for ensuring that all new and moveable fixed assets are tagged within their area upon receipt. A physical inventory will be conducted every 2 years by the Corporation staff. A detailed list of the Corporation assets will be used to perform the physical inventory. 41

FORMS � Project Director / Manager has the fiduciary responsibility to notify the Corporation of any substantive changes in an asset or its location. � FIXED ASSET DISPOSITION FORM � https: //ucorp. sfsu. edu/sites/default/files/documents/fixed-asset-disposition-form. pdf � FIXED ASSET RELOCATION OR TRANSFER FORM � � � https: //ucorp. sfsu. edu/sites/default/files/documents/fixed-asset-relocation-transferform. pdf EQUIPMENT LOST REPORT https: //ucorp. sfsu. edu/sites/default/files/documents/equipment-loss-report-form. pdf 42

FIXED ASSET DISPOSITION � � Fixed assets can be disposed of because the equipment or furniture is broken or no longer useful. Before any fixed assets can be disposed of, the Corporation Project Director / Manager must complete a Fixed Asset Disposition Form and submit it to the Corporation Business Office to ensure the accuracy and integrity of the fixed asset details. The Fixed Asset Disposition Form requires the approval of the Corporation Project Director / Manager and the Executive Director. The Corporation will ensure a copy of the Fixed Asset Disposition Form is filed and the corresponding asset removed from the Corporation books. 43

FIXED ASSET DISPOSITION FORM 44

FIXED ASSET TRANSFERS � � Fixed assets transfers between the Corporation Projects or Offices must be reported by the Corporation Project / Office transferring the fixed asset as a disposition and by the Corporations Project / Office receiving the fixed asset as an acquisition. Both the transferring and receiving Project / Office must submit Fixed Asset Relocation Form in order to verify the transfer process. Annually, the Corporation shall transfer to the University ownership of fixed assets belonging to closed projects where appropriate A corporation project can also request that ownership of an asset to the University 45

FIXED ASSET RELOCATION OR TRANSFER FORM 46

LOST OR STOLEN EQUIPMENT � � When equipment in the Corporations office or equipment loaned to the Corporation officers and employees are discovered to be missing or lost, the Project Director / Manager or the individual responsible shall take the following actions: Immediately report the missing or lost equipment to the Corporation Business Office by completing the Fixed Asset Disposition Form The Corporation Business Office shall notify the University Department of Public Safety and assist the Corporations Project Director / Manager or the individual responsible by completing the University Department of Public Safety Equipment Loss Report and provide all available information. The Corporation Business Office shall within one week of the reporting to the University Department of Public Safety determine if negligence is involved. The Corporations Business Office shall be responsible for collection of applicable costs from the personnel when the loss is due to negligence. 47

EQUIPMENT LOSS REPORT 48

WEBSITE � https: //ucorp. sfsu. edu/ 49

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PHYSICAL INVENTORY FOR FISCAL YEAR 2019/2020 - Details to follow - 51

AUDIT PREPARATION FISCAL YEAR ENDING 6/30/2020 Maggie Woo 52

YEAR END CUT OFF � � � � � GOAL: TO RECONCILE RELATED PARTY RECEIVABLES AND PAYABLES AS OF JUNE 30, 2020 Check Disbursement Cut Off: UCorp will not disburse checks after June 25, 2020, Thursday. All funds/checks your department receive close to year end must be deposited ASAP and before June 30, 2020. Plan at least 5 working days for invoice processing. (This can be longer at fiscal year end due to volume) If invoices we receive after June 18, 2020, we would not be able to process them on time to meet the check disbursement cut off. Rather, we would accrue these invoices (transactions related to FY 2019/2020) as related party payable / accrued expenses based on the nature of transactions. Let’s plan ahead! Review your accounts early for billable / reimbursable transactions that incurred within current fiscal year (July 1, 2019 – June 30, 2020) and send invoices to UCorp for processing. Make every effort to forward invoices to UCorp by June 15, 2020 or earlier if possible. Reimbursed Release Time (RRT) and Salary/Benefit Reimbursements are covered in earlier slides by Kathleen 53

CONTACT INFORMATION � Eva Du � edu@sfsu. edu � 415 -338 -7925 � Maggie Woo � maggiew@sfsu. edu � 415 -338 -7922 54