What we do:
- Strategic and Long-Range Planning
- Bookkeeping, Financial Reporting
- Purchasing and Payroll
- Research and Travel, Faculty Computing Awards
- Budgeting and Resource Allocations
- Access to Financial Systems
- Contract and Grant Preparation & Budgets & Post Award Management Financial Reporting
Who Do I Go To For Information On . . .
During the course of the year, various unexpected funding needs may occur for each department/program. Requests for funding should be directed to either Penny Portillo x43325 or Johnathen Bodenschatz x48038 in the Dean’s Office.
Budgeting, Allocations, Financial Reporting, Financial Systems
If you have questions about budgeted allocations for your department/program, or for individual research, setup, or other fund balances, your Department Manager should be your first point of contact. He/She will coordinate with the appropriate individuals in the Dean’s Office to answer your questions in most cases. However, a listing of general assignments in the Dean’s Office Resources and Planning area is provided in the Finance Staff area should you need to contact the Dean’s Office directly for information. Access to campus and Humanities financial systems is also granted by one of Humanities' DSA's (Departmental Security Administrators), either Lien Nguyen or Johnathen Bodenschatz. An online “Access Approval Request Form” (http://apps.adcom.uci.edu/expresso/apps/components/sams/jsp/accessApprovalRequestIndex.jsp) MUST be prepared and submitted electronically for establishing access to the requested campus financial system.
You can access the School's web-based pivot table reports here: https://pivots.ics.uci.edu//index.php
Questions regarding payroll or purchasing should be directed to your Department Manager first; however, you may contact your assigned Financial Analyst in Resources and Planning regarding payroll or purchasing questions if your department manager is unable to help you.
Reimbursements (excluding travel)
Whenever possible, departmental (including faculty research) supplies and materials should be purchased with a PALcard (departmental credit card) by your departmental purchasing representative. Faculty can be reimbursed for supplies and materials purchased with their own credit card or personal funds, but the maximum reimbursable amount purchased per vendor per day is $500. If a department makes a purchase, the maximum increases to $5,000 (depending on the individual limits set by the department); therefore, it makes sense to have supplies and materials purchased with a departmental credit card. This relieves the faculty member of having to wait to collect the appropriate documentation of payment (receipt, cancelled check, credit card statement), and avoids the need to pay out of pocket. Additionally, the University’s purchasing contracts yield better pricing for items purchased.
Receipts for work-related items up to $500 (including tax and shipping) per vendor, per day can be reimbursed. Receipts should be attached to a request for reimbursement form for submission to your Department’s business office. In order to be reimbursed for purchased items with a receipt more than 90 days old, exceptional approval from the Assistant Dean will be required. Purchases at the University Bookstore/Computer Store should be pre-approved prior to being recharged to a Department account/fund to ensure that funding is available to cover the expense. Please check with your Department Manager if you have questions about reimbursement or Bookstore/Computer Store recharges. Bookstore/Computer Store receipts should be turned in to your department business office immediately after a purchase is made in order to ensure that the appropriate account is charged.
Equipment and furniture items should NOT be purchased directly by faculty or staff with an expectation of reimbursement. These items require the approval of campus Purchasing and should therefore be processed through your departmental buyer. There are many safety guidelines that the Campus must follow (fire retardant, unsafe materials, etc.) to ensure the safety of its citizens. If a faculty or staff member requests reimbursement for an equipment or furniture item, a justification and request for exceptional approval by the Dean and the Purchasing department will be required, and approval for reimbursement is not guaranteed if University procedures weren’t followed.
Check with your Department Manager or business office to get your unit’s guidelines for travel reimbursements. Travel expense receipts should be turned in to your department travel processor as soon as possible after the trip is completed with the expectation that it will be processed and submitted to Accounting no later than 21 days after your return date. Travel expenses incurred during sabbatical or a leave of absence are due within 90 days from the return to work date. Documentation of
the purpose of the trip (i.e. itinerary, conference agenda, etc) should be attached. If non-conference research travel reimbursements are requested please include all applicable information pertaining to the trip: name and institution of the research collaborators, the research topic and, if possible, a copy of the invitation for the trip. Please see the “Travel Reimbursement/Payments” section for specific School policies.
Reimbursement requests for entertainment should be processed through your department. The university has established limits for reimbursement and requires an itemized original receipt (that is the first receipt presented for payment) as well as the receipt that indicates the tip and total amount. Alcohol cannot be reimbursed on state funds.
Signature Authorization Requirements
The Chair should sign on faculty reimbursement forms. Chair reimbursements may be approved by the Dean, Assistant Dean or Director of Finance. For staff reimbursements, the Department Manager may provide the authorization signature. Any request for exceptional approval for reimbursement should be approved by the Chair, but also requires either the Dean or Assistant Dean’s approval. Payments to individuals (i.e. prizes, awards, honoraria) should be approved by the Chair.
Contract and Grants
All contract and grant proposals, including fellowship proposals, should be coordinated by your financial analyst in the Dean’s Office. They will pre-review proposals to ensure that all the necessary approvals (i.e. human subjects, subcontracts, budget, etc.) are obtained prior to submission of the proposal for approval, and can assist in putting together your proposal. Your financial analyst will contact Mindy Han in the Dean’s Office to be sure that faculty compensation while on leave calculations are done prior to submission of the proposal. Because many grants available to humanists do not cover the full faculty salary, it is important to make sure that you have accumulated sufficient sabbatical credits to augment the grant, or have applied for multiple grants so that you minimize the chances of a gap between the amount of the grant funding and your current academic salary. Please work with your department MSO and with your financial analyst if you have any questions about these issues.
The proposal should also be reviewed by your Chair/Director and Department Manager prior to being submitted to the agency. Contract and grant proposals (if the funding is going to be brought through UCI) need to pass through the Campus Sponsored Projects Administration office prior to submission to the granting agency, so it is best to coordinate with the Dean’s Office to ensure that your proposal meets the required guidelines and agency deadlines for submission.
Once an award has been received, your financial analyst is the contact in the Dean’s Office for post-award administration of the funds.
Dean’s Enhancement Funds
One-time funds for conferences, journals and program support may be requested from Dean’s Enhancement funds. For information about these funds, contact Penny Portillo at x43325.
Faculty Career Development Awards
Tenure Track Regular Ranks Faculty are invited to apply for awards under the Faculty Career Development Award Program. These awards support opportunities to enhance research and scholarship in preparation for the tenure review. Academic appointees who are not regular ranks faculty are invited to apply for awards under the Faculty Career Development Program. These awards are intended to further the scholarly achievement of academic appointees who are not regular ranks. Applications are generally due in February to the Dean, with a call for award nominations sent out some time in January.
Pre-Tenure Award (Teaching Release) – Awards may include up to $5,500 to
provide release time from assigned teaching from one course for concentration
on scholarship and research. The award can be made to an Assistant Professor,
although optimal impact on most junior faculty is between the third and fifth years.
Applicants may request one quarter of teaching release.
Research and Professional Development Support
Award funds for research
support may be applied to research assistance, books, software, equipment, travel,
and registration fees for professional conferences. These awards are limited and will not exceed a total of $1,000.
Non-Regular Ranks Faculty
For more information: http://www.evc.uci.edu/fcda/index.html
Awards under this category may be used for research assistance and to fund
professional conferences. These awards will not exceed a total of $1,000.
Faculty Desktop Computing Awards
The Faculty Desktop Computing program provides new or upgraded desktop computing equipment for faculty research. Awards may be used to upgrade or purchase new research-related desktop (or, if compatible with local School policy, laptop) computers, software, or networking equipment. UCI full-time, tenured or tenure-track faculty active in research who have not yet received funding from this program, or who have not received funding within the past 3 years, may apply for support via the Dean’s Office. Only those recommended by the Dean are eligible for a program subsidy. Faculty members with start-up or other school/department funding that can be used for these purchases should use those funds before applying to this program, and will be given lower priority in ranking for program funding. The call for funding requests is generally in late November. For information regarding this program, contact your department manager or Penny Portillo at x43325.
Foundation Funds/Student Awards
A call for Humanities undergraduate and graduate student awards from foundation funds generally goes out before March, with awards being granted in a ceremony in early June. The actual awards are generally paid out in the Fall of the next academic year. Questions regarding Undergraduate awards may be directed to Penny Portillo at x43325 in the Undergraduate Dean’s Office. Questions regarding Graduate awards may be directed to Gina Anzivino at x44303 in the Graduate Dean’s Office.
Humanities Research and Travel Funding
The Research and Travel Committee of the School accepts applications for travel funds and small expenses related to research. The Committee sends out a call once in the Fall and once in the Spring. All awards are subject to caps. Caps for the overall amounts awarded to individuals will be scaled, highest to lowest, in the following order: Assistant Professor, Associate Professor, Full Professor, Emeriti/Emerita. Caps will also be applied by the committee on a trip by trip basis to the amounts awarded specifically for transportation expenses; these caps will vary geographically according to the distances to be traveled. Only members of the Academic Senate are eligible for research funds. Unit 18 lecturers, acting ranks, and all visiting appointees are therefore excluded. There is a strict deadline for the use of the funds for each award. Funds not expended by the deadline are returned to the pool to be utilized for future awards. For further information on Humanities Research and Travel funding, contact Lien Nguyen, Dean’s Office, at extension x46741 or Cathy Nguyen at extension x41018.
Lecturer Professional Development Funds
The Professional Development Fund awards are specifically dedicated to provide support for professional development of non-Senate faculty (NSF) covered by the Memorandum of Understanding between the University and the American Federation of Teachers (Unit 18). At the Irvine Campus, all Lecturers are eligible to apply. The awards provide Lecturers opportunities to enhance their effectiveness in professional, pedagogical, and research areas. The awards are available annually. Applicants may apply for funding to support upcoming conferences as well as for reimbursement for expenses for conferences or events attended since the beginning of the academic year. Preference will be given to applicants who have not received awards in the past. Awardees will be required, after completion of the project, attendance at conference, etc., to submit a short narrative describing and evaluating the benefit derived from the award. Awarded funds are transferred directly to the home department of the awardee.