BSAS Cost Sharing Program
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 an 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 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 with UCLA Environment Health & Safety.
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
Cost sharing can only be awarded to purhcase 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. 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.
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 protected]
UCLA Ergonomics asks that equipment remain 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 [email protected] 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 POs expensed during fiscal year 2020-21 will be accepted until May 21, 2021.
- Supporting Documents
- 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.
Email application and all supporting documents to [email protected].
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.