SPA June 2024 Newsletter

Form Updated – Faculty/Chair Agreement for Additional Employment Pay

Faculty or Department Chairs receiving additional employment through a UEI-administered account complete a UEI employment document, Faculty/Chair Agreement for Additional Employment, prior to working on a project. The form has been updated to remove certain outdated information.

Please use the link to the downloadable Excel form, available here, for your next employment engagement. The form can be initiated by the faculty performing the services or the principal investigator for the participating faculty member at any time, preferably for submission to UEI thirty (30) days prior to the first day of work.

SPA Administrative Days – Time set aside for recurring high priority tasks

Each month, Sponsored Programs Administration (SPA) designates at least one day as an Administrative Day (AD) for its staff. This dedicated time allows SPA staff to focus on internal high priority matters and is typically scheduled around the time monthly accounting books close so that invoices and reports due to sponsors can be prepared. An AD may be assigned for other matters at the SPA Director’s discretion. On an AD, staff will have limited availability and email will be sent to notify you in advance so that you may plan accordingly if you need to contact staff before that day.

To assist with any urgent matters that you may encounter during an AD, contact our office in the following ways:

  • Email sp@csus.edu
  • Call (916) 278-7565

By using one of the above options, you will reach someone in our office who can either answer your question or help facilitate the inquiry. We appreciate your understanding and support of SPA’s use of ADs.

Virtual Assistance Summer Hours

Virtual assistance has been modified for summer 2024. During this time, Compliance & Grant Analysts suspend their weekly virtual office hours; however, SPA offers virtual front desk assistance twice a week. Virtual front desk hours are as follows:

  • Monday 2:00 p.m. – 3:00 p.m.
  • Wednesday 9:00 a.m. – 10:00 a.m.

The Zoom link is: https://csus.zoom.us/j/84641469886

Analysts will resume weekly virtual office hours at the start of the fall semester.

Timesheet Review and Approvals:  Hours Reported = Hours Paid

California labor law requires employees to be paid for hours reported as worked, so the hours input in UEIWorkforce timesheets will be processed without supervisor approval if it is not received by the established payroll deadlines.

Supervisor approval will be sought after the fact; however, errors or discrepancies cannot be addressed before a paycheck is issued if approvals are late. Errors can result in budget challenges, including loss of revenue, and additional work for all involved.

Please remember to review and approve timesheets per the payroll calendar available here. Supervisor review and timely approval of timesheets is integral to a well-functioning timekeeping system and your sponsored projects.