Academic One-Time Payments (OTP) and Multi-Location Appointments (MLA)

UCD is Home Campus

1. Departments/Dean's Office:  Assists the host campus with completing home location details (e.g., salary, step, etc.). * If a department receives a form for approval, then the request should be forwarded to the Dean’s Office to determine approval authority.

2. Dean's Office: Receives request from host campus, home department, or Academic Affairs, and reviews for policy compliance (e.g., honorarium, additional compensation, etc.) because there are monetary limits that may apply. * If Central Payroll receives the form they will forward it to Academic Affairs, and Academic Affairs will forward the request to the Dean’s Office.

• Redelegated (Dean's approval): Obtains Associate Dean/Dean approval signature and sends to Academic Affairs at vpaa_apteam@ucdavis.edu
• Non-redelegated (VP approval): Obtain Associate Dean/Dean signature and sends to Academic Affairs at vpaa_apteam@ucdavis.edu to obtain Vice Provost approval signature

Note: Deans have approval for one-time payments up to $2,500, Vice Provost approves one-time payments $2,501 to $5,000, UCOP approves anything over $5,000

3. Academic Affairs:  Returns final approved request to central payroll and copies dean’s office.

4. Central Payroll:  Sends final approved request back to host campus to initiate payment in UCPath.

UCD is Host Campus

1. Departments/Dean’s Office: Completes the home campus section using the UCPath Person Org Summary page and coordinates with home campus department to obtain details not available in UCPath (e.g., salary, step, etc.). Completes the host campus section, provides reason and funding details.

2. Dean’s Office: Receives request from home campus, host department, or Academic Affairs and reviews for policy compliance (e.g., honorarium, additional compensation, etc.) because there are monetary limits that may apply. * If Central Payroll receives the form they will forward it to Academic Affairs, and Academic Affairs will forward the request to the Dean’s Office.

• Redelegated (Dean’s approval): Obtains Associate Dean/Dean approval signature and sends to Academic Affairs at vpaa_apteam@ucdavis.edu.
• Non-redelegated (VP approval): Obtains Associate Dean/Dean signature and sends to Academic Affairs at vpaa_apteam@ucdavis.edu to obtain Vice Provost approval signature.

Note: Deans have approval for one-time payments up to $2,500, Vice Provost approves one-time payments $2,501 to $5,000, UCOP approves anything over $5,000

3. Academic Affairs: Sends host approved request to central payroll for review and proper routing, with cc to Dean’s office.

4. Central Payroll: Sends form to home campus for review and approval.

5. Home Campus: Does final review and approval and returns approved signed request to host location central payroll to coordinate payment processing.

6. Central Payroll: Sends a copy of the approved form to Academic Affairs and Dean’s office for personnel files, initiates concurrent hire in UCPath, and process payment as appropriate.

• Initiate Position Control
• Process Concurrent Hire (cannot submit payment until concurrent hire has been committed to UCPath)
• Initiate payment