The goal of the Be Smart About Safety (BSAS) Cost Sharing Program is to reduce workers' compensation and other liability claim costs. Funds are awarded to UCLA campus departments to offset a portion of the financial impact of implementing recommended safety and ergonomic changes. Funds are not awarded to general operating supplies or personal protective equipment (PPE) as required by law. Departments engaged in a workplace accommodation or workers' compensation claim should contact Ergonomics to discuss specific needs.
Applicants must meet the following requirements:
- Be a full-time UCLA or UCLA Health employee;
- Assigned to a job classification that requires the use of computer or laboratory equipment;
- Complete an ergonomic evaluation, or ergonomics lab, and receive an equipment recommendation from an Ergonomics Specialist.
- Department must maintain an updated Injury and Illness Prevention Plan (IIPP) with UCLA Environment Health & Safety (EH&S).
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
- Telephone Headsets
Cost Sharing can only be awarded to purchase orders 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. Applicants 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.
New Cost Sharing formulas and award amounts are determined each fiscal year. The current formula and award amounts can be found on the current application. Exceptions to the formula are made on a case-by-case basis. Department managers requesting an exception to the fund limit should email email@example.com
UCLA Ergonomics asks that equipment remains with an employee in the event of a department transfer. Equipment transfer costs are determined by the involved departments. Applications and supporting documents are available for reference for the three most recent fiscal years. Older records may be available, email firstname.lastname@example.org for more information.
How to Receive 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.
Step 2: Submit the Application Along with All Supporting Documents
Applications for PO's expensed during the fiscal year 2022-23 will be accepted until May 20, 2023.
NOTE: Funds may get exhausted prior to this deadline. In those instances, applications are prioritized on a first come first serve basis, and any pending proposals will be considered if additional funds become available.
Cost Sharing Applications are available via DocuSign under Related Links. To begin, please click on the link and enter the name and email for the following recipients: Department Contact, Fund Manager/Financial Officer, and NPEAR Processor. Once an application is initiated, it can be saved and edited at a later time within DocuSign.
- Department Contact: Completes all questions, attaches the supporting documents, Invoice, or Post-Authorization Notification (PAN), and submit the application.
- Fund Manager/Financial Officer: The fund manager must have access to your department's general ledger and other purchasing information. Confirm the PO is correct and attach a copy of the general ledger showing the PO as expensed.
- NPEAR Processor: The NPEAR processor must be authorized to perform NPEAR transactions.
Step 3: Process Non-Payroll Expenditure Adjustment Request (NPEAR).
Applications are reviewed on a regular basis. Approved applications will be notified via DocuSign email to proceed with processing an NPEAR for the award amount. NPEAR processors will be provided the amount, justification, and full accounting unit (FAU), and are responsible for transferring the approved expense portion to the BSAS account. Once the NPEAR is completed, the NPEAR processor shall confirm the NPEAR was completed by entering the Processor Name, Processor Initials, Date, and Transaction ID on the Cost Sharing Application via DocuSign. Approved awards must be expensed, and transferred by June 15th of the fiscal year in which the application is submitted. Late financial processing will result in a loss of the award.
Cost Sharing funds are not issued to departments through checks or recharge. An exception is made for Associated Students UCLA.