August 22, 2023
Good morning, Principal Investigators and Research Administrators:
Good-bye, Summer 2023! Hello, Fall 2023!
Here are a few reminders as you plan your current sponsored project activities:
New hires (individuals paid via payroll), Timekeeping, and Overtime:
If you plan to hire new employees in your sponsored project, or on your TUC A and/or E funds, please remember that individuals must complete the new hire sign in process prior to allowing them to work.
Federal regulations require all employers to verify that individuals are authorized to work in the United States. The Form i-9 (Employment Eligibility Verification) must be completed for every new employee (including citizens and noncitizen nationals of the United Stated) 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. In addition, per the Internal Revenue Service (IRS), TUC will need to validate that the individual has a valid Social Security Card and number. Please note that TUC is a separate employer from CSUN.
Timesheets are used as a means of accurately recording hours worked and calculating pay. In order to remain compliant with Federal and State payroll regulations, all TUC employees must submit a timesheet semi-monthly according to the Payroll Schedule. These timesheets must be completed and approved timely.
Under federal law, employers must pay non-exempt employees for all reported and unreported work hours they know or have reason to believe have been performed. This is true even if the work wasn't authorized or scheduled in advance.
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.
Additional Pay – July and August 2023 (Due: August 22, 2023)
All summer 2023 pre-authorization requests must be completed by August 22, 2023. After this date, you will not be able to enter any pre-authorization requests for summer 2023 semester.
Please note that FY 22/23 is already closed. We will no longer accept requests for work performed on or before June 30, 2023 unless accrued.
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 |
July | 20 | 5 | 25 |
August | 16 | 4 | 20 |
Grand Total | 36 | 9 | 45 |
- 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 |
July | 5 |
August | 4 |
Grand Total | 9 |
- 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.
Additional Pay – Fall 2023
Fall 2023 TUC Additional Pay system is now open. TUC Additional Pay link can be found in the portal under HR -> Payroll -> Additional Pay (TUC Additional Pay guide PDF).
In case you need it, here is TUC Additional Pay System Top 10 Tips.
Thank you,
Grace Slavik, Associate Executive Director