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GSE&IS Academic Apprentice Personnel Orientation Handbook

Information regarding the appointments of academic apprentice personnel

Table of Contents

Mission Statement

PERSONNEL AND PAYROLL INFORMATION
Minimum Requirements for Appointments of Academic Apprentice Personnel
Table A: Research Series: Graduate Student Researcher
Table B: Teaching Series - Apprentice Student Employees
Table C: Reader and Special Reader - Apprentice Student Employees
Maximum Working Hours
Academic Student Employees (ASE) Union information

BENEFITS
Academic Apprentice Personnel Salary Scales
Fee Deferments
Fee Remissions
Interaction of Fee Remissions with Department Fellowship Awards
TA Advance Loan Check
Nonresident Tuition Remission Program for Graduate Student Researchers (GSRs)
Guidelines for Exceptions to Employment Policy
Timesheets and Paychecks
Vacation and Sick Accrual
Retirement
University Holidays
Personnel Policies Governing Your Employment
Blood Donation
Personal Leave, Family Medical Leave, Disability Leave
Jury Duty
Bereavement Time
Parking

OTHER BENEFIT INFORMATION

JOB INFORMATION
How to find GSR positions
Academic Student Employees (ASE)
TA Position information
The Teaching Assistant Training Program (TATP)
Summer positions
Year of Engagement for GSRs/Funding
Other Job Opportunities
Keys
Personal Information and Home Address

UNIVERSITY SERVICES AND INFORMATION
Carpools and Vanpools
Bruin Identification Card
UCLA Recreation Center
Faculty Center
Campus Restaurants
Banks and Automated Tellers
UCLA Extension Classes
Employee Training & Professional Development Opportunities
Cultural Resources
Central Ticket Office
Other Resources
Emergency Information

FINANCIAL AND ACCOUNTING INFORMATION
Reimbursements and Travel
Guidelines for Contract and Grant Activities
Guidelines for Departmental Activities
Direct Billing System (DBS) for Airfare
Travel Advances
Travel Reimbursement Policy and Procedures
Claiming Mileage
Reimbursements
Entertainment Expenses
Ordering Supplies

APPENDICES
Appendix A - Sample TA Appointment Letter

Mission Statement

Welcome to the Graduate School of Education & Information Studies (GSE&IS)!

The School consists of two academic departments—the Department of Education and the Department of Information Studies. Their joint mission is as follows:

GSE&IS is dedicated to inquiry, the advancement of knowledge, the improvement of professional practice, and service to the education and information professions. We develop future generations of scholars, teachers, information professionals, and institutional leaders. Our work is guided by the principles of individual responsibility and social justice, an ethic of caring, and commitment to the communities we serve.

Together, the two departments embody the School's commitment to understand and improve educational practice, information policy, and information systems in a diverse society. Research and doctoral training programs bring together faculties committed to expanding the range of knowledge in education, information science, and associated disciplines. Our professional training programs seek to develop librarians, teachers, and administrators within the enriched context of a research University.

As an academic apprentice personnel member in the GSE&IS, you play an important role in supporting the overall mission of the School. The following information is primarily intended to inform graduate students about the requirements, opportunities, and benefits associated with working while pursuing academic goals at UCLA. For more detailed information about the departments and people in our school, please visit our web site at http://www.gseis.ucla.edu.

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PERSONNEL AND PAYROLL INFORMATION

UCLA Academic Apprentice Personnel positions are intended to provide qualified graduate students with relevant training experience for academic and academic related careers in teaching and research. There are two types of academic apprentice personnel positions (or titles) available: Graduate Student Researcher (Title Code 3276) and Academic Student Employee (ASE). To qualify for an appointment to either type of title, an individual must be a UCLA graduate student in good standing and meet the criteria specified for the appropriate title (see the following listing in Tables A though C).

Minimum Requirements for Appointments of Academic Apprentice Personnel

Table A: Research Series: Graduate Student Researcher, Steps 1-10
Graduate student researchers (GSRs) assist faculty members with scholarly research. GSRs may not be assigned administrative or general assistance duties. There are 10 salary steps for GSR's based on academic progress and experience as follows:

TITLE REQUIREMENTS PAY RATE
GSR 1-2 Pre-master's degree, with no previous GSR experience.

See salary scales

GSR 3-4 Completed all the requirements for the master's degree at UCLA or comparable institutions and/or have relevant prior experience as a research assistant.
GSR 5-10 Formally advanced to candidacy for the doctorate, and have at least two years of relevant research assistant experience.

NOTES:
1. Students who have completed all the requirements for the master's degree, and/or have relevant prior experience as a research assistant, should not be appointed below Step 3.
2.Students who have formally advanced to candidacy for the doctorate, and have at least two years of relevant research assistant experience, should not be appointed below Step 5.

Table B: Teaching Series - Apprentice Student Employees: Assistant, Associate, & Fellow Teaching apprentices are selected for their scholarship and promise as teachers.

TITLE REQUIREMENTS PAY RATE
Teaching Assistant They may not be given sole responsibility for the content of a course, selection of assignments, planning exams, or grading, nor are they to be used exclusively as readers. They may supervise teaching assignments in small sections of undergraduate courses or laboratories.

See salary scales

Teaching Associate A Teaching Associate has a master’s degree or has completed 36 units of graduate coursework (not including courses 375 or 495) and has at least one academic year of TA experience.
Teaching Fellow A Teaching Fellow is formally advanced to candidacy and has at least two academic years of UCLA TA experience.


Table C: Reader and Special Reader - Apprentice Student Employees
Readers assist with the reading and grading of students' papers and exams under the guidance and supervision of faculty members. Special conditions for these titles exist.

TITLE REQUIREMENTS PAY RATE
Reader Readers are appointed on an hourly basis to assist with the reading and grading of students’ papers and exams under the guidance and supervision of a faculty member. Readers must have earned at least a "B" grade in the course for which they are reading. Undergraduates may serve as readers.

See salary scales

Special Reader Special readers are advanced graduate students who assist the faculty member who is teaching the course with the grading of students' papers and exams in upper division and graduate-level courses. Students must have earned at least a "B+" grade in the course for which they are reading.


Maximum Working Hours

Graduate students can be employed in academic apprentice titles for a maximum of 50 percent time in all positions combined during any single quarter. Students seeking to work more than 50 percent time during the academic term should fill out the Authorization to Work More than 50% Time form and submit to Amy Gershon in the Office of Student Services. Students can be employed up to 100 percent during the quarter breaks and summer. For quarter breaks, 100% employment applies to the period AFTER the official "Quarter Ends" and prior to the official "Quarter Begins" date listed in the Registrar's Academic and Administrative calendars at http://www.registrar.ucla.edu/calendar/

For more information regarding benefits and eligibility requirements, please refer to: www.gdnet.ucla.edu.

Academic Student Employees (ASE) Union information

Unlike GSRs, Academic Student Employees (title codes listed below) are covered by an Agreement between The Regents of the University of California and the Student Association of Graduate Employees, International Union, United Automobile, Aerospace and Agricultural Implement Workers of America (UAW), AFL-CIO. For more information please refer to the "Statement of Understanding" provided at the time of hire or see: http://atyourservice.ucop.edu/employees/policies/labor_relations/bargaining_updates/ase/agreement.html.

Academic Student Employees (ASE) Personnel Title Codes

Reader 2850 Remedial Tutor I 2288 Teaching Assistant 2310
Special Reader 2852 Remedial Tutor II 2289 Teaching Associate 1506
Tutor 2860 Teaching Fellow 2300

 

Students employed in ASE titles must meet all of the following basic requirements.

  1. Be admitted as a UCLA graduate student and registered and enrolled in at least 12 graduate units.
  2. Have at least a 3.0 graduate GPA at the time of the appointment.
  3. International students whose first language is not English must take the Test of Spoken English (TSE) and pass it at the 50 level or pass a campus administered SPEAK Exam at a comparable level in order to be eligible for a teaching assistantship at UCLA.
  4. Hold academic teaching titles for no more than four academic years (12 academic quarters) and hold apprentice teaching and research titles for a combined total of no more than six years (18 quarters).
  5. Serve under the supervision of regular faculty members responsible for curriculum, instruction and research.

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BENEFITS

Academic Apprentice Personnel Salary Scales

The salaries for the academic apprentice personnel are determined annually by the UC Office of the President. Please see the web site: http://www.gdnet.ucla.edu/gss/appm/appmintro.htm to download the current salary scales.

Fee Deferments

Academic Apprentice Personnel are eligible to receive upon request a deferment of the registration fee (and non resident tuition) for the quarter they hold the appointment. The deferred payment deadline is two months after the standard quarterly due date. The fee deferments are effective either until the deferment due date or until a fee/stipend or financial aid award is applied to the fee charge, whichever comes first.

Fee Remissions

Graduate students appointed to academic apprentice titles and meet eligibility requirements qualify to have a portion of their fees paid by the University. There are three available remissions:

  • GSHIP - 100% paid graduate student health insurance;
  • Fee Remission I – paid towards the educational fee component of the in-state fees; and
  • Fee Remission II – paid towards the registration component of in-state fees. The student must be enrolled in 12 or more units.

All academic apprentice personnel must register and enroll in the required number of units, be employed at least 25% time or greater, the first week of instruction, have a GPA of at least 3.0 and have worked a minimum number of hours during the quarter (s) of appointment to be eligible for AAP fee remissions.

Please be aware that only the academic apprentice title percentage counts toward eligibility for fee remissions.

The Graduate Division audits all fee remission awards on a continuous basis. For appointments that fall below 25% time, or whose GPA drops below 3.0, or who enroll in less than the minimum number of units, the student will be billed for the cost of the fee remissions at the end of each quarter. The fee remissions are charged to the same fund source(s), which pay the students salary three times a quarter.

Please see the web site, http://www.gdnet.ucla.edu/gss/library/feesintro.htm for the complete breakdown of the graduate student fees and fee remissions.

Interaction of Fee Remissions with Department Fellowship Awards

If a student has received a department fellowship, that fellowship must first be used to pay fees and, if necessary, nonresident tuition. Any remainder is given to the student in the form of a stipend. If the student is later hired in a position that pays fee remissions, or if the Office of Student Services is not aware that a student was hired, it may not be possible for that student to retrieve the fellowship money that has already been allocated to pay fees. The end of the second week of classes in the fall quarter is the last day to change fellowship allocations for the entire year. Please contact the Director of Student Services as soon as you are hired and/or if you have questions about the interaction of your fellowship and fee remissions.

TA Advance Loan Check

TAs are eligible to receive checks in advance of TA service as short-term interest free loans, repaid by payroll deductions from the TA compensation. One-half of the loan is deducted from the student’s second paycheck and one-half from the third paycheck. The Graduate Student Support Office will request an advance loan check only after the appointment has been posted online and only after an Authorization to Issue Advance Loan Check form is completed and turned into their office by 5:00 P.M. on the deadline date. Once the online appointment has been made and the form received, the Graduate Student Support Office will process the loan check in 5-7 business days. The eligible periods to file the form may be found at:

http://www.gdnet.ucla.edu/gss/appm/feeremission.pdf

Nonresident Tuition Remission Program for Graduate Student Researchers (GSRs)

Nonresident tuition remissions follow different guidelines than regular fee remissions. Nonresident tuition will be provided to all eligible GSRs who meet the following requirements:

  1. Be appointed as a graduate student researcher (GSR) for a minimum of 45% time for the quarter, including multiple appointments that add up to a minimum of 45% time.
  2. Be registered and enrolled in a minimum of 12 units by the third week of instruction and for the remainder of the term.
  3. Have a minimum 3.0 GPA as of the first week of instruction.
  4. Be either a nonresident international student or a first-year United States citizen.
  5. Not have a fellowship or traineeship (excluding departmental fellowships) that provides payment of nonresident tuition.
  6. Be within the guidelines established by the department for completion of degree program.
  7. Serve under the supervision of regular faculty members.
  8. Serve no more than 18 quarters in any combination of apprentice titles.

The nonresident tuition remission program is in addition to the existing fee remission benefits. Any GSR eligible for nonresident tuition remission will also receive GSHIP, fee remission I, and fee remission II. The nonresident tuition remissions are charged to the same fund source(s) in proportion to the percentage of time for each fund source for the duration of the appointment.

Guidelines for Exceptions to Employment Policy

Graduate students are allowed to work no more than 50% time during the quarter. However, the Department and Graduate Division may grant exceptions to this policy for some students based on a review of their individual academic performance and progress. Department exceptions ordinarily require that the student has successfully completed all required coursework and the Written Qualifying Exam.

Forms to request an exception to policy are available in the Office of Student Services and are submitted to the Assistant Director of Student Services. The Assistant Director coordinates the process and informs the Academic Apprentice Personnel coordinator in the GSE&IS Business Office when approved.

The forms require the following information/supporting documentation:

  1. The student’s name, the percentage of time he/she will be working, and the duration of the appointment.
  2. A detailed explanation and justification for the request for exception. This should include a brief review of the academic progress in the program (completion of examinations, advancement to candidacy, a time line for completion of the dissertation, etc.) and a statement indicating how the employment will affect the student’s progress to complete the remaining requirements toward the degree.
  3. In addition, the request must address the issue of relevance (i.e. how will the additional work contribute in a meaningful way to the student’s academic program and goals?).

Neither instructional need of the department, nor financial needs of the student are considered appropriate reasons for an exception.

Each student who is requesting an exception to policy should be aware that requests may or may not be approved by the Associate Dean of the Graduate Division. The student should not begin working until the approval is received. Any work reported before the Graduate Division approval date will not be honored. Retroactive requests will not be granted. Petitions for exceptions should be requested at least one month prior to the beginning of employment.

Timesheets and Paychecks

GSR’s are paid on a Monthly pay cycle. A timesheet is submitted through the GSE&IS eTimesheet system once a month.

An on-line statement of earnings is issued each month to academic apprentice personnel for employees that have direct deposit. To verify that you are properly classified and being paid accordingly, check the pay rate on your statement of earnings against the salary scales summarized at http://www.gdnet.ucla.edu/gss/appm/appmintro.htm. Errors will not be corrected retroactively.

To view your on-line earning statement, go to: http://atyourservice.ucop.edu. Click on the button that reads, “Sign into my accounts”. If you opt out of the on-line statement, Direct Deposit Surepay Stubs are distributed by Support Services the day of payday to academic apprentice personnel mailboxes or the appropriate unit’s mailbox. If you do not receive a Surepay stub please contact Support Services at extension 62459 or phone number (310) 206-2459.

Vacation and Sick Accrual

Academic apprentice personnel who are appointed on a nine-month to eleven-month basis are not eligible to accrue vacation and sick leave. Those who are appointed 50% time or more for twelve consecutive months accrue vacation, but not sick leave. Accrued leave most be taken after six months of service.

Retirement
University of California Retirement Plan.

Academic apprentice research personnel are exempt from the University of California Retirement System/Social Security plan. However, if an individual loses his/her FICA exemption, OASDI (or the Social Security component of FICA) will be deposited into the DCP casual savings plan.

Defined Contribution Plan (DCP).

Contributions will occur for those graduate students who have been approved to work over 50% by the Graduate Division. DCP withholdings are taken at 7.5% of earnings and the same percentage is applied for summer employment. After a student leaves University employment, they may request a distribution kit specific to students.

University Holidays

Students in TA, Special Reader, and Tutor titles are eligible to be paid for official University holidays if employed at least 50% time. Hours paid are pro rated so please leave your timesheet blank and the School’s payroll coordinator will make the calculation. The University observes the holidays listed below.

New Year’s (2 days specified)
Martin Luther King Holiday (January)
President's Day (February)
One administrative holiday to be selected by the Chancellor (usually in March or April)
Memorial Day (May)
Fourth of July
Labor Day (September)
Veterans Day (November)
Thanksgiving Day
Friday following Thanksgiving Day
Christmas (2 days specified)

Please note, there are no paid holidays for Graduate Student Researchers (GSRs); only TAs, Special Readers and Tutors earn holiday pay in proportion to hours/percentage worked.

Personnel Policies Governing Your Employment

The University of California employment policies describe certain rights, benefits and expectations that encourage professionalism, service, and contribution. You are encouraged to read them to familiarize yourself with them.

The specific policies by which you are governed are determined by your payroll title.
All personnel policies can be found at http://atyourservice.ucop.edu (“Policies” tab). Effective December 3, 2003, the University of California (UC) Academic Student Employees (ASE) ratified a labor contract between UC and the United Auto Workers (UAW). Through the date of its expiration, in September 30, 2006, the contract will govern the terms of employment for UCLA’s TAs, Fellows, Readers and Tutors (including remedial tutors). For more information see: “Agreement Between the Regents of the University of California and the Student Association of Graduate Employees, International Union, United Automobile, Aerospace and Agricultural Implement Workers of America (UAW) AFL-CIO”.

Should you have a concurrent staff title, UC Personnel Policies for UC Staff Members (PPSMs) apply to all staff personnel. You may also wish to review the policies agreed upon between the University and the union if your position is covered by a bargaining unit (union). For example, if your payroll title is “Staff Research Associate,” review the Research Support Professionals Unit Contract (UPTE).

Blood Donation

Giving blood is an important community responsibility that everyone can share. Although Academic Apprentice Personnel are not eligible to earn compensatory time off, all faculty, students, and staff are encouraged to donate blood.

The Blood & Platelet Center is located at 1045 Gayley Avenue, 2nd floor in Westwood. Call x50888, and then press 2 to make an appointment to give blood. For more information, please visit the Blood and Platelet Center Web site at http://www.gotblood.ucla.edu.

Personal Leave, Family Medical Leave, Disability Leave

The University offers several leave options for employees as necessary. Please consult with the personnel manager in your unit for eligibility requirements or contact the Business Office.

Jury Duty

Academic Student Employees are eligible to receive pay while serving on jury duty while GSRs are not eligible for pay.

Bereavement Time

Academic Apprentice Personnel are not eligible, unless they have accrued vacation hours available to apply towards time off as coordinated with their respective supervisor.

Parking

Those interested in obtaining a parking permit, see Jorge Gomez in 2051A Moore Hall. Permits are available for annual or quarterly periods, depending on your appointment status. Academic Apprentice Personnel must have a minimum 49% appointment to be eligible for parking. Your appointment must be appear on the University payroll system before a permit can be issued. The cost of the permits varies depending on the type you obtain. See Jorge for details. Note: Permits are not guaranteed and are contingent upon availability.
UCLA Parking rates can be found at: http://www.transportation.ucla.edu.

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OTHER BENEFIT INFORMATION

For academic apprentice appointments contact:
Jorge Gomez
2051A Moore Hall
(310) 825-9318

For staff appointments contact:
Michael Hall
2051A Moore Hall
(310) 794-1595

For academic appointments contact:
Marilyn Salinger
2327 Moore Hall
(310) 825-8316

The University of California also has a regularly updated benefits web site for with current information at http://atyourservice.ucop.edu.

At Your Service refers to both the UC Employee Benefits Plan Administration Web site and the interactive voice response (IVR) service. The purpose of the Web site and the IVR service is to provide UC employees with health and welfare information and allow them to conduct transactions online or by telephone.

To log onto http://atyourservice.ucop.edu you will need your Social Security number and UC Personal Identification Number (PIN).

After you have logged in, you may use the application to:

  • Update your name, home address, home phone number, and disclosure flag values.
  • Update your tax marital status, personal and withholding allowances, and additional tax withholdings.
  • Change your PIN as well as set additional security features as part of the At Your Service application.
  • Reset the PIN in case you have forgotten it; this “Forgot PIN” capability is available on the “Login” page of the application.
  • View and/or print a verification of your current employment status.
  • Name your beneficiaries.

If you do not have a PIN, call benecom.fone: 1-800-888-8267.
You will need to change your default PIN to any four numbers of your choice.
Your default PIN is number: 0000 (four zeros)

At Your Service cannot be used by non-resident aliens and employees who live and work outside of California to change their tax information. Those employees will have to continue using paper forms submitted to the department for entry.

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JOB INFORMATION

How to find GSR positions

Vacant positions are posted at the school’s website. Go to http://www.gseis.ucla.edu and click on job openings to view current positions available in GSE&IS. You may also talk to faculty working in your area of interest to help identify possible job openings.

Academic Student Employees (ASE)

Appointment opportunities and a general description of job duties, is available through the web site, http://www.gdnet.ucla.edu/gss/ase/index.html.

TA Position information

See sample "Teaching Assistant Appointment Letter" in Appendix A for further details regarding appointment information.

The Teaching Assistant Training Program (TATP)

Part of the Office of Instructional Development (OID), TATP is located in Powell Library Room 160 at extension 62622. TATP offers training programs and other resources to help TA's improve their teaching and advance their professional development. Please refer to their website at http://www.oid.ucla.edu/Tatp/index.html.

Should you have any questions regarding your appointment, please contact Marilyn Salinger at (310) 825-8316.

Summer positions

Students may work 100% time during the summer without having to obtain an exception to the 50% rule.

Year of Engagement for GSRs/Funding

Ph.D. students in the Department of Education are required to participate in a Year of Engagement. This typically takes place during the second year of doctoral study. The amount and type of funding is closely tied to GSR/TA work. The Office of Student Services will be in touch in early spring to provide additional information about the Year of Engagement.

Other Job Opportunities

The campus job bulletin is posted daily on the Campus Human Resources (CHR) web site at http://www.chr.ucla.edu. To see all the jobs available in the UC system, please visit the web site at http://www.universityofcalifornia.edu/aboutuc/employment.html.

If you’re interested in employment at the UCLA Medical Center, their web site and job opportunities are posted at http://hr.mednet.ucla.edu/jobs.htm.

Keys

Keys to the building and offices may be obtained through the Support Services Office, located at A036 Moore Hall, extension 62459. Approval of an immediate supervisor is required and there will be a refundable deposit fee required for the keys.

Personal Information and Home Address

Changes involving your name, home address, or phone number should be provided to the Business Office to assure information in the employee database is up to date. (You must also notify the Office of Student Services and make changes with the University via URSA Online.)

UNIVERSITY SERVICES AND INFORMATION

Carpools and Vanpools

All employees are encouraged to ride a van or carpool to work, or use public transportation. Parking & Commuter Services offers special discounted parking permits and other privileges to those who participate in vanpools and carpools. Call the campus Commuter Assistance-Ridesharing Office at (310) 794-RIDE and ask for a free Rideguide. The Rideguide provides information about UCLA’s extensive network of vanpools and carpools and is the easiest way to learn about ridesharing options. Their online site is http://www.transportation.ucla.edu.

Bruin Identification Card

Once your appointment is recorded in the University system, you will want to obtain a Bruin I.D. Card. A Bruin ID Card functions as the all-in-one identification for various areas and services on campus. A debit feature may also be activated to allow for purchases at the UCLA Store, Central Ticket Office, Transportation Services, bookstores and campus restaurants. In addition, card members may add an AT&T calling card number.

Applicants must sign a terms and conditions form and provide a photo ID and employee number. Cards can be obtained at 123 Kerckhoff Hall. Please call for an appointment, ext. 52336. Cards are processed while you wait.

UCLA Recreation Center

Membership is available for University employees and entitles the member to use all campus recreation facilities, enroll in recreation classes, or join sports clubs. Please contact them directly at ext.53701 for options available, fees, and hours of operation. To join you will need to go in person, fill out an application, and have your picture taken for a gym card.

Faculty Center

Academic Apprentice Personnel are not eligible to become members of the Faculty Center or to use the meeting rooms without a member account.

Campus Restaurants

The Bombshelter
Location: Court of Sciences opposite Boelter Hall.
Meals Served: Breakfast, lunch, and early dinner

The Cooperage
Location: Ackerman, A-Level, 1st Level
Meals Served: Brunch, lunch, and dinner

Kerckhoff Coffee House
Location: 2nd floor, Kerckhoff Hall
Meals Served: coffee and snacks

LuValle Commons
Location: Northwest of the School of Law on Charles Young Drive East.
Meals Served: Breakfast, lunch, and dinner

Terrace Food Court
Location: 1st floor, Ackerman Union
Meals Served: Breakfast, lunch, and dinner

Banks and Automated Tellers

The University Credit Union provides a full range of financial services to its members. In addition, UCU operates several automated teller machines (ATMs) located on campus to serve your banking needs. Phone: 310-477-6628

Other bank ATMs are located as follows:
Bank of America Ackerman (A-Level) and North Campus Student Center
Washington Mutual Ackerman (A-Level) and North Campus Student Center
Wells Fargo Ackerman (A-Level) and North Campus Student Center
University Credit Union Ackerman (A-Level)


UCLA Extension Classes

UCLA Extension (http://www.unex.ucla.edu) is the primary continuing education arm of the University. Employees and full-time students are entitled to a 25% discount on UNEX courses, except where announced limited enrollment restrictions apply. Located at 10995 LeConte Ave (corner of Gayley and LeConte) in Westwood, phone (310) 825-2362. You must be appointed at 50% time or more to qualify for a discount.

In addition, if you are working and enrolled as a full-time student with UCLA, you may qualify for further fee reductions on daytime classes. Please see your Human Resources representative for an enrollment form. Complete the form, obtain the required signatures and take to University Extension. Contact Campus Personnel Services at (310) 794-0835 if you need additional information.

Employee Training & Professional Development Opportunities

Academic Apprentice Personnel are not eligible for these classes due to their student status.

The Teaching Assistant Training Program (TATP) in the Office of Instructional Development (OID) is located in Powell Library Room 160 at extension 62622. TATP offers training programs and other resources to help TA's improve their teaching and advance their professional development. Please refer to their website at http://www.oid.ucla.edu/Tatp/index.html.

Cultural Resources

The UCLA campus is home to a number of performing and visual arts organizations, each providing a multitude of annual programs and events. Each year, hundreds of individual program events and exhibitions are presented in venues on or near campus.

Fowler Museum of Cultural History......................................(310) 825-4361
Armand Hammer Museum of Art & Cultural Center..........(310) 477-7000
Geffen Playhouse.....................................................................(310) 208-5454
Grunwald Center for the Graphic Arts...................................(310) 443-7078
Film and Television Archive....................................................(310) 206-8013
Franklin D. Murphy Sculpture Garden...................................(310) 443-7000
Mildred E. Mathias Botanical Garden...................................(310) 825-1260
Hannah Carter Japanese Garden........................................(310) 825-4574
Center for the Performing Arts...............................................(310) 825-4401

Central Ticket Office

Discount movie tickets and discounts to attractions like Disneyland, Knott’s Berry Farm, Six Flags, Universal Studios, Sea World, and the San Diego Zoo are available. Located at the James West Center (310) 825-2101.

Other Resources

Association of Academic Women..........................................(310) 825-6083
UCLA Faculty Women’s Club.................................................(310) 472-2213
UCLA Alumni Association.......................................................(310) 825-8736

* For a listing of other student resources: go to http://www.my.ucla.edu and scroll down to "UCLA Student Links."

Emergency Information

The Graduate School of Education & Information Studies has its own Emergency Information Hotline phone number: (888) 473-GSEIS or (888) 473-4734.

This emergency information hotline has been established to enable speedy dissemination of urgent information to our community should the need arise. It operates as an "announcement only" voicenet box that provides easily updated recorded information at no cost to the caller.

In the event of a major emergency, it is recommended that you call this hotline before reporting to work. The recorded information will be updated as needed with explicit instructions for the GSE&IS community. In the absence of major emergency, the hotline provides a routine announcement that will be updated at least monthly.

Please make sure you keep this Hotline number handy when you are not at work. The phone number is available at the GSE&IS web site at http://www.gseis.ucla.edu and we will eventually distribute stickers and/or other tools to help you remember the number to call.

We also encourage you to call the main UCLA Emergency Information Hotline number at (800) 900-UCLA for campus-wide instructions during an emergency.

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FINANCIAL AND ACCOUNTING INFORMATION

Reimbursements and Travel

Some student positions may require making purchases or conducting business travel, subject to the approval of the immediate supervisor. The following information provides helpful guidelines should the need arise to make use of the University financial resources related to business expense.

Use of the University’s purchase order system is the first choice to obtain goods/services (non-entertainment) in the conduct of University business. In cases when this is not possible or practical, the following guidelines are provided to facilitate the reimbursement process.

All Purchases. At the point of buying an item, please obtain original itemized receipts as proof of payment. The receipt typically includes a description of the item(s) purchased, amount of the purchase, and method of payment (cash, credit card, and personal check). The original receipt is submitted for reimbursement.

Credit Card Purchases. The use of a credit card is appropriate. The credit card receipt should have the elements of #1 above. If a “.com” company is used via the internet, then a copy of the receipt showing the elements of #1 above with a zero balance and indicating “Paid by [type of credit card]” is acceptable.

Personal Check Purchases. If options #1 and #2 above are not possible, then an original canceled check is acceptable for purchases made by personal check.

If the minimum receipts described above are not available, then it will be necessary to provide additional supporting documentation with the reimbursement. For example, credit card or bank statements identifying the expense or a memo certifying the equivalent of an itemized receipt could be accepted in lieu of an original canceled check or credit card receipt.

While on University travel status, please use the same guidelines described above. The traveler’s original signature on the travel voucher is necessary for all travel reimbursements.

Purchases Over $2,500

Individual purchases over $2,500 or cumulative purchases over a 12-month period to the same person/company exceeding $2,500 needs authorization from UCLA’s central Purchasing Department before work starts. Individuals/companies need liability insurance to conduct business with the University. In exceptional cases, when services are essential to the program/project, a proposal to waive or reduce insurance requirements may be recommended by the Office of Insurance and Risk Management. In those instances, the Dean accepts financial liability.

Guidelines for Contract and Grant Activities

For work related to contract and grant funds (federal, state, and private), the budget approved by the funding agency generally must be strictly followed. The faculty Principal Investigator (PI) and the designated administrative staff are responsible for monitoring the budget throughout the duration of the project. For faculty members in administrative units the unit manager assumes this responsibility; for faculty members not in an administrative unit the Business Office assumes this responsibility. Therefore, all purchases and payments should be previously approved by the PI and/or the unit manager or Business Office fund manager. Note that most budgets do not include working meeting expense (food/beverage) or computer hardware as allowable expenses.

Guidelines for Departmental Activities

For work related to state appropriated and other funds (gift, endowments, etc.), the GSE&IS Business Office provides annual budgets to follow for each fiscal year.

Account Numbers and Recharge ID
Each activity is assigned a unique account number that consists of the following alphanumeric pattern:

UC location Account No. Cost Center Fund No. Project Code
4 11111 ZZ 12345 BRUIN

 

Additionally, each account is assigned a recharge ID, which is also alphanumeric, e.g., ZZ23. Recharge IDs are used for many interdepartmental transactions including outgoing U.S. mail.

Please contact the respective unit manager or the Business Office fund manager to obtain the account number(s) and/or recharge ID(s) for the activity(s) for which you are assigned, if you have any questions.

Travel
All business travel reservations (air, hotel, and car rental) are to be made through the University’s Travel Center, unless written approval for exception has been obtained in advance from the vice-chancellor under properly justified circumstances.

UCLA Travel Center
10920 Wilshire Boulevard, 5th Floor
Los Angeles, CA 90024
Phone: x62639, 800-235-UCLA
Fax: x42703
E-mail: travel@finance.ucla.net
Web Site: http://www.travel.ucla.edu

The UCLA Corporate Card is available for all faculty and career staff employees if they incur travel or entertainment expenses in the conduct of University business. Students may be granted exceptions at the request of the direct supervisor(s) should the frequency of travel warrant the need for a corporate card—multiple trips per month for consecutive months each year. The cards are to be used only for University business specifically related to travel and entertainment expenses. An application is available online at http://www.travel.ucla.edu and the appropriate departmental administrator is the approving authority.

Direct Billing System (DBS) for Airfare

The Direct Billing System enables departments to pay directly for airline tickets from the UCLA Travel Center. A PAC order must be in place before the ticket can be issued. See the Travel Center Web site for complete instructions on using the DBS.

Travel Advances

Travel advances in the form of traveler’s checks are available on an exception basis only. Travel Advance Request forms are available from the unit manager or the GSE&IS Business Office. Please note that airfare cannot be included in the amount on the travel advance as the department can pay for airfare directly through an Airline Ticket Pre-payment Request (ATPR). A copy of the completed and authorized Travel Advance Request must be faxed to the Travel Center (x42703) before the traveler picks up the travelers checks. The Travel Center will forward the approved fax to the Administrative Main Cashier Office. If the request is not approved, the contact person on the form will be notified within one hour of sending the fax to the Travel Center. To pick up the checks, the traveler will need to produce proper identification at the Administrative Main Cashier Office in Murphy Hall.

Travel Reimbursement Policy and Procedures

The traveler should coordinate completion of a travel voucher with their respective administrative assistant within 10 days from the completion of the trip. A travel voucher (electronic version in Excel) must be filled out with all original receipts attached and a PAC order for reimbursement initiated. The Travel Office requires all receipts over $75 and itemized receipts for lodging and registration; GSE&IS encourages the submission of all receipts. (Smaller receipts should be taped onto an 8 1/2” X 11” sheet of paper in chronological order.) Before submitting the travel voucher to the administrative contact, please obtain the faculty members initials on the voucher indicating their approval for reimbursement.

For more details on completing the travel voucher and University travel policy see the Travel Center’s Web site at http://www.travel.ucla.edu. For foreign travel reimbursement, currency conversion rates can be found at http://www.oanda.com/converter/classic.

Claiming Mileage

Mileage is reimbursable at 55 cents per mile (this amount is subject to change) for miles beyond the claimant's normal commute miles (Reimbursable mileage = point of origin + point of destination – normal commute mileage). Submit the internal monthly mileage reimbursement form within 10 days after the end of the month. Provide your driver’s license plate number and certify the statement, “Driver carries minimum liability insurance as required by the University," by signing the form.

Reimbursements

In addition to reimbursement for business travel, employees are eligible for reimbursement for business-related expenses, such as books and other related materials. To minimize an employee's out of pocket expenses, use of the University's purchase order system should be the first choice for obtaining goods/services (non-entertainment) in the conduct of University business.

Entertainment Expenses

Work closely with your administrative contact before placing an order for catering or purchasing food for a working meeting. Make sure food for working meetings is an allowable expense on the account, because it often is not. To submit entertainment expenses for payment, first fill out an Entertainment Expense Form (see unit manager or Business Office). If the number of attendees is fewer than 15, list the names of the individuals; otherwise indicate the number of attendees. If available, an agenda from the meeting should be attached. The signed and completed form along with a copy of the invoice or receipt for the food should be submitted. For preparers, in the line item description in the PAC order, note that a copy of the Entertainment Expense Form is on file in the department.

Ordering Supplies

Please see the administrative person for your area to order supplies.

Contract and grant funds may not generally be used to purchase certain supplies. Unallowable supplies include the following:

  • Expensive or extravagant supplies beyond standard, e.g., expensive fountain pens, color-coordinated desk items, etc.
  • Personal organizer systems or date books beyond basic wall or desk calendar
  • Furniture such as chairs and desks
  • Software/peripherals for personal home computer
  • Items for personal use including tissues and coat hooks
  • Utensils, plates, cups, and coffee. If refreshments are essential for a project activity, arrangements can be made to bill an unrestricted account, but prior approval must be obtained from the supervisor, unit manager, or Business Office fund manager.

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APPENDIX

Appendix A - Sample TA Appointment Letter

Download the Sample TA Letter(.doc, 13.5KB).