Be Smart Amount Safety
Ergonomic Equipment Cost Sharing Program Instructions
The FY 17/18 application is now available. Cost Sharing applications will be accepted until June 1, 2018.
UCLA Ergonomics provides employees with onsite workstation evaluations and training to promote a healthy workspace and avoid discomfort. Onsite ergonomic evaluations are accompanied by equipment recommendations that may qualify for Be Smart About Safety (BSAS) cost sharing funds. Funds are not awarded to general operating supplies or personal protective equipment (PPE) as required by law.
Applicants must meet the following requirements:
- Be a full-time UCLA or UCLA Health employee;
- Assigned to a job classification that requires use of computer or laboratory equipment;
- Complete an ergonomic evaluation, or ergonomics lab, and receive an equipment recommendation from an Ergonomics Specialist.
Recommended equipment typically includes task and laboratory chairs along with ergonomic tools such as:
- Keyboard Trays
- Monitor Arms
- Height Adjustable Tables
Low cost and individual use items are typically not awarded cost sharing. Examples:
- Palm or Wrist rests
- Mouse pads
- Telephone Headsets
Exceptions are made on a case by case basis. Exceptions are often granted to departments engaged in a workplace accommodation as part of a disability management or workers' compensation claim.
How To Recieve Cost Sharing Funds
STEP 1:Purchase and pay for the recommended equipment.
Approval of recommended equipment is at the discretion of the employee's department. Refer to departmental purchasing procedures, and UCLA Policies 740/741 for more information about obtaining goods and services such as furniture, and low value orders. Departments are responsible for processing purchase orders (PO's), delivery, installation and disposal of all equipment.
Applications for PO's expensed during fiscal year 2017-18 will be accepted until June 1, 2018.
- Equipment recommendation - An Evaluation, Chair Lab or other report detailing the equipment needed.
- Invoice or Post-Authorization Notification (PAN) - Provide a detailed description of the item(s) purchased.
- Detailed General Ledger - Provide documentation that the PO has been expensed.
STEP 3: Process Non-Payroll Expenditure Adjustment Request (NPEAR).
Applications are reviewed on a regular basis. Approved applications will be notified via email to proceed with processing a NPEAR for the award amount. NPEAR processors and contacts will be provided an award letter specifying the amount, justification and full accounting unit (FAU), and are responsible for transferring the approved expense portion to the BSAS account. Cost sharing funds are not issued to departments through checks or recharge. An exception is made for Associated Students UCLA.
Cost sharing can only be awarded to applications expensed within the current fiscal year. Funds cannot be transferred across fiscal years.
Example 1: A purchase order generated during the current fiscal year (FY A/B) is applied to the next fiscal year (FY B/C). Applicant must submit during FY B/C, and use the FY B/C cost sharing application.
Example 2: A purchase order generated during FY A/B is applied to FY A/B, but the application is submitted after July 1 of FY B/C. Applicant cannot submit using the FY B/C cost sharing application. Instead you must use the FY A/B cost sharing application and meet the Fiscal Close Rules for FY A/B. See Corporate Financial Services Closing Schedule for Fiscal Year End.
Departments are limited to $2500 per fiscal year for both computer workstation and laboratory equipment. This limit is increased to $5000 per fiscal year for departments with an active Ergo Advocate for no less than six months of the fiscal year in which applications are submitted for cost sharing.