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 departments to offset a portion of the expense of implementing recommended safety and ergonomic changes. Funds are not awarded for general operating supplies or personal protective equipment (PPE). Departments engaged in a reasonable accommodation should email costsharing@ergonomics.ucla.edu to discuss specific needs.
Funding Amount
For FY2025-26, eligible items qualify for 50% cost sharing up to $600 per item. Exceptions may be made on a case-by-case basis for workers’ compensation claims and reasonable accommodation requests.
Eligibility
Applicants must meet the following requirements:
- Be a Full-time UCLA employee. UCLA Health faculty, research staff, and academic support staff are eligible. Medical center and ambulatory support staff are not eligible.
- Be assigned to a job classification that requires the use of computer or laboratory equipment.
- Have the equipment recommended by an Ergonomic Specialist from either Insurance and Risk Management or UCLA Health EH&S, or is an eligible item found on the Office or Laboratory Equipment Catalogs.
- Department has an updated Injury and Illness Prevention Plan (IIPP) with UCLA Environment Health & Safety (EH&S).
Eligible Items:
- Task Chairs
- Lab Stools
- Keyboard Trays
- Monitor Arms
- Height-Adjustable Tables
- Pipettes
Ineligible Items:
Items that cost less than $150 or personal use items. Examples:
- Footrests
- Palm or Wrist Rests
- Mousepads
- Keyboards
- Mice
- Backpacks/bags
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
Fill out a Cost Sharing Application and attach the supporting documents. Email completed applications to costsharing@ergonomics.ucla.edu by the deadline.
FY2025-26 Deadline: June 5, 2026. NOTE: Funds may be exhausted prior to this deadline.
FY2025-25 Cost Sharing Application
Supporting Documents
- Detailed list of items purchased. e.g. Quote, Purchase Order, or Invoice.
- Proof of expenditure. e.g. Copy of the general ledger showing line item as expensed (TE code 41) or Copy of check stub (ASUCLA)
Step 3: Process Non-Payroll Expenditure Adjustment Request (NPEAR).
Approved applications will be notified via email to proceed with processing an NPEAR for the award amount. NPEAR processors will be provided with the amount, justification, and full accounting unit (FAU), and are responsible for transferring the approved expense portion to the BSAS account. Awards must be transferred by June 30th of the fiscal year in which the application was submitted. Late financial processing will result in a loss of the award. Cost Sharing funds are not issued to departments through checks or recharge with the exception of Associated Students UCLA.
Program Details
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 carried forward 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 the FY A/B Cost Sharing deadline. Late applications will be considered on a first come first serve bases pending available funds and must be completed within the Fiscal Close Rules for FY A/B. PO's expensed during FY A/B cannot be Cost Shared to FY B/C.
UCLA Ergonomics asks that equipment remains with an employee in the event of a department transfer. Equipment transfer costs are determined by the departments involved. Applications and supporting documents are available for reference for the three most recent fiscal years, email costsharing@ergonomics.ucla.edu for more information.
