As more information becomes available, we will continue to update this page.
Additional Staff Resources and FAQs
The CSUSM Incident Response website also offers resources, helpful links, Campus Communications and information from the Chancellors Office.
Working from Home: Simple Ergonomic Tips to Set Up Your Workstation
Will I still be responsible to pay for my staff long-term parking permit either by directly paying Parking Services or through payroll deduction?
Parking will begin to be enforced again effective Sept. 1. If you are not parking on campus this fall, you do not need to take any action. General Daily (Visitor) permits will continue to be available for purchase online for occasional visits, but keep in mind that it may be more cost effective to purchase a 1 month permit. Also, for fall 2020, CSUSM will offer a no-cost parking option. Lots X, Y, and Z will be available for free daily parking from 5 a.m. to 11:59 p.m. Please note that there will be no overnight parking; lots X, Y, and Z will be closed from midnight to 4:59 a.m. daily.
If you previously had a parking pass in place all you need to do in order to reactivate your parking pass, is to click on this link: CSUSM Parking Permit Activation.
If you did not have a Parking Permit in place prior to everyone working remotely, and you wish to obtain a Parking Permit, please email the shared HR Payroll email box (email@example.com).
Will Cashiers be open to pick up my paycheck?
Cougar Central will not be open for CSUSM Corporation paycheck distribution. Instead, all CSUSM Corporation paychecks will be mailed to employees’ home addresses listed in the ADP system.
This paycheck distribution procedure will begin with the March 23rd pay day and will continue until further notice.
We encourage all employees to sign up for direct deposit if you have not done so already. Log in to ADP Workforce Now and follow these steps to set up direct deposit:
An email communication will be sent out once the previous procedure is reactivated. Please see the CSUSM Corporation Payroll Schedule for the upcoming CSUSM Corporation pay days.
Where can I find additional infomation about HR and Payroll?
Who should I contact if I have an HR or Payroll question?
CSUSM Corporation employees may contact CSUSM Corporation Human Resources at 760-750-4707 or email firstname.lastname@example.org
How can I find more resources on how to stay healthy, engaged and productive while working remotely during this time?
More information can be found on the Employment Development Website.
Are virtual care options available through my health plan?
Where can I find information and guidance from the federal awarding agencies?
Given that COVID-19 and the associated impacts continue to evolve, Principal Investigators/Project Directors (PI/PDs) are strongly encouraged to monitor announcements from funding agencies and sponsors for changes in policies, practices, procedures, deadlines, operating hours, communication methods, etc.
Visit the Council On Governmental Relations (COGR) website for FAQs and Institutional and Agency Responses to COVID-19 and Additional Resources webpage for aggregated responses and resources from the federal agencies.
White House Office of Management and Budget (OMB)
National Institutes of Health (NIH)
NIH FAQs COVID-19 – Summary of guidance to date from NIH
NOT-OD-20-086 Flexibilities Available to Applicants and Recipients of Federal Financial Assistance Affected by COVID-19 – Addresses a short-term administrative flexibilities, without compromising accountability requirements, on a range of topics related to pre-award costs; extension of post-award financial and other reporting; prior approval requirement waivers; and salaries/stipends, etc.
These flexibilities are applicable to NIH applicants and recipients where the entity is conducting research activities related to or affected by COVID-19. Affected entities are those that have been closed, or business activities have been hindered due to COVID-19 precautionary measures and/or illnesses. Entities that are affected will be asked to provide documentation to NIH describing the effects, and how long their facility and NIH related research, clinical practices, or instruction was and/or will be affected.
NOT-OD-20-083 General Frequently Asked Questions (FAQs) - Proposal Submission and Award management Related to COVID-19 – Addresses general questions associated with proposal submission and award management; guidance on travel, cancelled conferences, etc.
National Science Foundation (NSF)
FAQs on COVID-19 for NSF Proposers and Awardees - Travel questions, extensions, REU site info
Should I develop a contingency plan for my research study?
OSP encourages all investigators to develop a contingency plan and communicate it to your research teams. The plan should touch on the following, as applicable:
Continuing or halting data collection
Regularly communicating with the research team, study sites, and participants to ensure everyone is operating under the procedures
Identifying research priorities in the event CSUSM employees are not able to come to work
Managing research data in the event CSUSM closes
Arranging for the possibility of remote access to research files
Evaluate project tasks and resources needed to determine what can and cannot be performed at home during self-isolation
Can personnel salaries continue to be charged to the sponsored project? Personnel salaries may continue to be charged for employees that are still able to perform work on projects.
Where do I go for support services for my sponsored project?
PIs can work with school deans for immediate support services needed on your sponsored project.
Is the Office of Sponsored Projects Office (OSP) operating as usual?
To support social isolation efforts, OSP staff began working remote on March 17, 2020. Though we cannot meet with Principal Investigators (PI) in person, the work we began two (2) years to modernize our infrastructure and implement best practices us to remain operational off campus. Phone and web conferencing (Zoom and Teams) is fully functional and staff will respond to emails and calls made to our office lines.
OSP will no longer be accepting hardcopy documents (i.e. Direct Pays, Petty Cash, etc) for review and approval. If you need an approval signature from OSP, please email documents to your SPA or email@example.com.
I have questions about other project costs that are not addressed here. Who can help me?
Contact OGSR or your Sponsored Projects Analyst with questions.
What if I need to make a change to my funded research project?
Please consult your specific award terms and conditions to determine when prior approvals are required. Even if your sponsor is sympathetic with the delay, it is generally necessary to modify any contracts to reflect revised deliverable schedules.
Can salary still be charged to my project during periods when no work is performed?
Various funding sources are used to support those carrying out research. If sponsored by an external entity, that sponsor will have specific policies on continuing to charge salary when unable to work. Written sponsor permission to do so will be required.
For NIH funded projects, if a recipient organization’s policy allows for the charging of salaries and benefits during periods when no work is performed due to the effect of COVID-19, regardless of the funding source, including Federal and non-Federal, then such charges to NIH grant awards will be allowable. (NOT-OD-20-086)
Reminder: NIH awarding Institutes/Centers (ICs) may request documentation to confirm the requirements of institutional policies.
For staff working remotely, can the effort still be charged to a sponsored project?
If the individual is working remotely and contributing to the project, then salary can be charged to the grant.
If an individual cannot contribute to their current project but can contribute to another sponsored project or school activity, the salary must be moved to that funding source.
The PI/lab should document and retain information on the staff and related compensation that is charged to each award when no contribution is made to the project.
Can I charge my project for costs related to remote work?
These type of expenses are generally considered facilities and administrative (F&A) costs and are not allowable as a direct cost to sponsored projects unless specifically approved by the sponsor. Refer to sponsor policy, guidance, and updates.
Examples may be: laptop, printer, office supplies
Do I need to notify my collaborator (subaward) of any COVID-19 related delays/changes?
The answer depends on your subaward terms and the underlying regulations (e.g., federal regulations) that may apply to your project. Please confer with your SPA for guidance and questions regarding notification content and process.
Are my subawardees subject to travel restrictions?
If it's an official subaward, the subrecipient's travel policy takes precedence, unless the sponsor has travel restrictions we're obligated to flow down.
If the traveler is coming to CSUSM, please attempt to postpone the trip.
Are travel cancellation costs due to COVID-19 allowable on sponsored projects?
Every effort should be made to obtain a full or partial refund from the vendor (airline, hotel, conference organizer, car rental, etc.) and any refunds should be credited to the same project that the purchase was made. If costs cannot be refunded, they may remain charged to the project if allowable by the sponsor. If the sponsor disallows these costs, CSUSM Corporation, in consultation with the Dean of Graduate Studies and Research, will work with PIs to determine how to cover the costs.
What about travel costs to conferences or for research not charged to a sponsored project?
Travel expenses that have been incurred using a stateside chartfield string can be reimbursed and should include the COVID19 Cancellation Memo and include the class code in the chartfield string as advised by Partners in Campus Business Operations (class code 25601 – Emergency Ops Ctr Coronavirus). See the CSUSM Corporation FAQs for travel expenses incurred on a CSUSM Corp project.
If I am actively conducting research on campus, what should I do now?
Procard Purchases – COVID-related activity – as we prepare monthly procard reconciliations, please remember to code all COVID-related items to the Class Code: 25601 – Emergency Ops Ctr Coronavirus.
Essential purchases only – to help us maintain warehouse capacity and to support our reduced on-site logistics staff, please refrain from any purchases that are not directly required for our continued operations during this alternative mode of work.
Purchase Request for Approval (RFA) Update
The Purchase Request for Approval (RFA) has moved to Adobe Sign! The process is still the same, but the mechanism for completing an RFA has changed. Adobe Sign RFA is available now and we will accept either version between today and May 1, 2020. Does not apply to purchases on 85xxx projects.
The form can be found at CSUSM's Procurement & Contracts’ website here.
Got questions? Please email firstname.lastname@example.org
Deliveries and Mailings
Deliveries & mailings during telecommuting period – in continued support of the social distancing effort, we are temporarily permitting essential purchases to be delivered directly to the recipient’s remote work location.
Will Student Housing still be open?
Am I allowed to Travel?
What should I do about canceling travel reservations?
Have you cancelled travel due to the COVID-19 advisories and incurred cancellation related expenses?
Where can I get more information about Travel?
How should I obtain Fiscal Authority Approvals?
As the University transitions to remote work, it has been determined that fiscal authority approvals may be made via email confirmation for various payment requests, e.g. direct pays, travel claims, etc. If there is a need to have more than one signature approval, please route the email appropriately so that all approvals are contained within the email.
Updated 4/17/2020 @ 11:00pm
Due to the statewide order to stay at home (Executive Order N-33-20), many offices on campus are currently working remotely to ensure continuity of services, including CSUSM Corporation. If you need to reach CSUSM Corporation, please contact email@example.com and your query will be forwarded to the appropriate party. If you know who you need to reach, please refer to our Directory to find their email address.