May 16, 2023
Good evening, Principal Investigators and Research Administrators:
As we wrap up spring 2023 semester, here are a few reminders especially if you plan to work on your sponsored projects during the summer!
New hires, including hiring new student employees (these are individuals paid via payroll)
If you plan to hire new employees in your sponsored project, please remember that individuals must complete the new hire sign in process prior to allowing them to work on your project.
Federal regulations require all employers to verify that individuals are authorized to work in the United States, which includes ensuring that an individual has social security card and number. The Form I-9 (Employment Eligibility Verification) must be completed for every new employee (including citizens and noncitizen nationals of the United States) BEFORE their first day of work. Furthermore, failure to comply with these requirements may result in civil penalties incurred by The University Corporation and CSU Northridge.
Please visit the PI FAQ page regarding personnel and payroll if you have any questions. Please contact tuchr@csun.edu or your Post-award liaison if you have specific questions not addressed in the FAQ page.
Physical inventory of sponsored projects assets (Due for completion: June 20, 2023)
Due to a CSU Chancellor's Office audit finding, and to conduct the required biennial physical inventory on sponsored projects, we will be asking Principal Investigators to do a physical inventory and confirm assets acquired with sponsored project funds.
On Thursday, May 18th, at 1PM, lead Principal Investigators with assets that require validation will receive an email from Smartsheet asking to validate and confirm asset information and location. Instructions on how to conduct physical inventory will be provided on the Smartsheet email. To remain compliant, PIs will need to complete this task by June 20, 2023.
If you have any questions, or need an asset to be tagged, please feel free reach out to emeline.dsa@csun.edu.
Additional Pay – Spring 2023 (Due: May 25, 2023)
All spring 2023 pre-authorization requests must be completed by May 25, 2023. After this date, you will not be able to enter any pre-authorization requests for spring 2023 semester. Due to Fiscal Year 22/23 ending, deadline to submit spring 2023 payment authorization requests is on June 30, 2023 at 10AM.
I have attached the TUC Additional Pay guide for your reference.
For any questions, please contact your Post-award liaison.
Additional Pay – May and June 2023 (Due: June 30, 2023 at 10AM)
Summer 2023 TUC Additional Pay system is now open. Please submit your pre-authorization for May and June 2023 as soon as possible. Due to Fiscal Year 22/23 ending, deadline to submit May and June 2023 payment authorization requests is on June 30, 2023 at 10AM.
Please note that if you submit additional pay pre-authorization requests for July or August 2022 work, the request will have current compensation rate. The system does not adjust compensation/daily rate due to general salary increase on submitted pre-authorization request. Therefore, I recommend that if you anticipate a general salary increase on July 1, 2023, please wait until the new compensation rate is updated on the additional pay system. For compliance and audit reasons, TUC will not issue payment adjustments once pre-authorization is approved.
Please find SummerHowToGuide PDF file to help you submit summer additional pay requests. Below are the guidelines for summer 2023:
- If you are working on a federal or federal pass-through project, you must choose “base salary pay rate” as payment type.
- Academic Year (AY) faculty have a total of 75 days available (125% of base time) for additional work during the summer. This total includes summer courses. The guide below provides the available days per month.
| Federal and federal pass-through | Non-federal | Total number of days |
May | 2 | .5 | 2.5 |
June | 22 | 5.5 | 27.5 |
July | 20 | 5 | 25 |
August | 16 | 4 | 20 |
Grand Total | 60 | 15 | 75 |
- 12-month faculty have a total of 15 days (25% of base time) to use for additional work during the summer. The guide below provides the available days per month.
| Total number of days |
May | 0.5 |
June | 5.5 |
July | 5 |
August | 4 |
Grand Total | 15 |
- A 12-month faculty cannot do any other additional work if teaching a summer course and must claim vacation days to make up for the overage of teaching a course.
Please feel free to contact your Post-award liaison if you have any questions.
Thank you,
Grace Slavik, Associate Executive Director, Financial Services