UCPath Funding Updates UCLA D EPA RTMENT OF

UCPath Funding Updates UCLA D EPA RTMENT OF MEDICINE OFFIC E O F RE SE ARCH ADMINISTRATION ZOOM T RAINI NG

Agenda • Assuring July Payroll Does Not Hit the Default FAU • List of staff/faculty to review/update in UCPath • New 62165/62246 Split for Faculty • History of 62165/62246 • Why are we doing this now? • Who needs to be split? • Strategy for Updating UCPath Before July Payroll Deadlines: • This week = update Staff • Next week = update Faculty

Default FAU and July Payroll • Why is some July Payroll projected to hit the Default FAU? • At the time of rollover, the funding source had an end date in the FS system of 06/30 or prior • End date in UCPath Funding Entry was manually entered • It’s UCPath! Why are we even asking why? • New “_UCPath” Folder in each O Funds Division shared drive • Cathy created a DG Inform report which indicates who is projected to hit the Default FAU (DOM and/or DIV) for July 2020 • Report will be updated monthly and added to the “_UCPath” folder • MSO & at least one lead FM will receive this report via email automatically each month • This will serve as a reminder to review and update the Default funding • The report shows both the DOM Default FAU (401028 -UC-62165) and the Division Default FAU (4010 xx-UC-62165) • Each month, the MSO & FMs should review this report and take action on all past and projected salary.

62165/62246 – Faculty Split • Historical Use of 62165 vs 62246 (Pre-FY 21): • 62165 = DOM Medical Compensation Plan (MCP) fund = MDs • • Used for MD faculty salaries Used for Dept & Div operations (e. g. Dept/Div taxes) Used for Chair’s Commitments Used for Housestaff/Fellows • 62246 = DOM Basic Science Compensation Plan (BSCP) fund = Ph. Ds • Used to pay Ph. Ds who were provided a Department or a Division commitment to cover a portion of their salary

62165/62246: As of July 1 , 2020 • Why? DGSOM Dean’s Office Mandate • 62165 = Clinical • 62165 will only be used for clinical operations • Faculty salaries associated with their clinical work • Staff salaries and supplies associated with clinical operations • 62246 = Non-Clinical • 62246 will be used for everything else besides clinic, e. g. research, teaching, community engagement, etc. • Albert has created a spreadsheet for each Division that lists faculty and the maximum % allowed for FY 21 to be charged on 62165 • The % is based on the amount of time per week the faculty member is scheduled to be in the clinic.

62165/62246: Faculty Funding Split • Who Can Be Charged to 62165/62246? • Faculty who have a Department or Division commitment to cover a portion of their salary. Examples: • Salary guarantee as outlined in the faculty’s Letter of Understanding (LOU). • Chair’s Commitments approved during salary negotiations, or other times during the year. • Faculty who have clinical activities, and generate enough clinical income to cover the salary charged to the Comp Plan fund. • Faculty who are utilizing previous 19900 Salary Savings In all cases, be sure to check with your MSO to confirm the amount of salary charged to 62165 and/or 62246 is allowable!

62165/62246: Faculty Funding Split • Which faculty need to be updated for the split? • Research faculty who also have clinical responsibility, and have a portion of their salary currently covered by 62165 • Priority of funding to be used: * if applicable, and/or if needed. Check with MSO. 1. 2. 3. 4. 5. PI’s C&G funds 19900 FTE* – Use 19900 FTE spreadsheet 62165 up to the max from Albert’s spreadsheet * 62246 * If the PI cannot be paid on 62165 or 62246, then the PI’s unrestricted funds must be used • ALL Over-The-Cap (OTC) amounts that were previously covered by 62165 must now be charged to 62246 • OTC by definition is associated with research effort, not clinical effort

Strategies for completing work before July payroll cutoff deadlines • Friday July 10 th – Friday July 20 th (prior to 10 pm) • Concentrate on updating STAFF. • Review DG Inform report in the Division “_UCPath” folder. • Look for any STAFF projected to hit either the DOM or DIV Default FAU • Process a UCPath Funding Entry Update to correct the FAU • UCPath Payroll Deadlines for July: • Bi. Weekly (BW 2) for 06/28/2020 – 07/11/2020: GL Post Confirm is 07/20/2020 • Monthly (MO) for July 2020: GL Post Confirm is 07/29/2020 • RECOMMEND: Completing Funding Entry Updates 2 days prior to GL Post Confirm to assure transaction is approved and processed in time • UCPath Downtime Dates: Friday July 17 at 10 pm – Monday July 20 at 6 am • If you get done with STAFF prior to July 20 th, then move on to the FACULTY updates (see next slide). • At least try to take a look at a faculty split before next Thursday’s Zoom class, so we can answer any questions you have at that time. • Do NOT update faculty until Monday, July 13 th. Ernie’s office is still entering faculty TNS increases into UCPath at this time

Strategies for completing work before July payroll cutoff deadlines • Monday, July 20 th (after 6 am) – Monday, July 27 th • Concentrate on updating FACULTY – 2 Step Process 1. Review DG Inform report in the Division “_UCPath” folder • Look for any FACULTY projected to hit either the DOM or DIV Default FAU • Process a UCPath Funding Entry Update to correct the FAU 2. Review Albert’s 62165/62246 report, and update MCOP to make any necessary splits • Work with MSO to assure amount charged to 62165 and 62246 are allowed (i. e. faculty has a Dept/Div salary commitment and/or faculty earns enough clinical comp to cover amount charged • Any amount over the 62165 max listed in Albert’s spreadsheet should now be charged to 62246 • UCPath Payroll Deadlines for July: • Monthly (MO) for July 2020: GL Post Confirm is 07/29/2020 • RECOMMEND: Completing Funding Entry Updates 2 days prior to GL Post Confirm to assure transaction is approved and processed in time • UCPath Downtime Dates: Friday July 17 at 10 pm – Monday July 20 at 6 am • Do NOT update faculty until Monday, July 13 th. Ernie’s office is still entering faculty TNS increases into UCPath at this time

62246 • Chair’s Commitment expenses as of July 1, 2020 must be charged to 62246 • Unless the commitment is for clinical activity • Staff on 62165 should automatically move to 62246 based on a mass upload provided by the Dean’s Office and reviewed and updated each MSO • Please note: We will NOT be creating a new Default FAU for 62246. Please continue to use your current Division Default FAU linked to 62165. • Next Week: Live UCPath examples of updating faculty MCOP worksheets for the 62165/62246 split!