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Tracking Non-Labor COVID-19—Related Expenses

The current COVID-19 crisis is challenging UCLA, and each of us, in an unprecedented way. Effective immediately, UCLA leadership is requesting that we begin tracking all COVID-19—related expenses in order to better understand the quantum of this health crisis. This will also allow us to report costs to UCOP, the State, and to submit for Federal and other agency funding. Please retain documentation on the rationale for these costs, as this information may be required by our team at a later date.

This communication is related to the coding of non-labor expenses. To capture these expenses, please use the Project code “COVID” as your transaction tag. If you have already incurred and recorded COVID-19—related expenses, please utilize NPEAR to re-class those expenses to the “COVID” Project code. (Note: For labor/payroll expenses, separate guidance will be issued on Friday, April 3, 2020.)

To accurately identify these transactions, we are providing you with general guidance as it is impossible to list all scenarios given that the expenses incurred will cover a broad range of Object/Sub-object codes. 

The guidance for qualified expenses is as follows: 

Any expense incurred that would not have been incurred had it not been for the COVID-19 crisis

Future communications will be issued as needed, including instructions for capturing labor/payroll expenses as well as general FAQs. For those of you who are part of or transact with the Faculty Practice Group or the UCLA Medical Center, these groups have already begun tracking COVID-19—related expenses in a similar manner under separate guidance issued last week. If you did not receive this announcement or have additional questions, please reach out directly to the appropriate contact shown below: 

We hope you find this guidance helpful and informative. Please do not hesitate to reach out to the appropriate contacts above if you have any further questions.

Thank you,

Jeff Roth
Associate Vice Chancellor
Academic Planning & Budget

Allison Baird-James
Associate Vice Chancellor/Controller
UCLA Corporate Financial Services