What is the Resource Analyst’s (RA) role in the MLA process?

REQUIRED: Verify & confirm the Campus Contact & Host Information is up to date on the MLA form. Incorrect campus contact info will greatly slow down the process.

The RA prepares the MLA form and provides a budget sheet, which is included in the MLA package with the completed form.

Budget consists of:

• • 1. 1. Salary + payroll burden (PB based on employee classification)

       2. Percent effort

       3. Total amount

       4. Period of performance (date from - date to)

The RA is the Point of Contact (POC) for the division and responsible for the following:

1. The employee MLA package. 

2. Financial questions from campus concerning the budget.

3. Ensuring that the employee on MLA does not exceed the budget allotted for the assignment

Why is a budget needed?

A budget is required to request funds / P.O. from campus to support the MLA assignment. The budget should also include payroll burden based on the employee’s classification (e.g. career, postdoc, etc.)

How do I start an MLA?

REQUIRED: Verify & confirm the Campus Contact & Host Information is update to date on the MLA form. Incorrect campus contact info will greatly slow down the process.

1. Check that the campus assignment meets LBNL’s MLA criteria. See decision trees for scientific and non-scientific MLA requirements.

2. Complete the MLA form provided on the website, including all approvals, and prepare a budget sheet to be submitted to the ILA Office if the criteria is met.

3. Submit the completed package (approved form and budget sheet) and email it to ILA@LBL.GOV which is the official ILA mailbox.

4. The ILA Office will confirm that the package has been received and in process via email.

Who completes the MLA form?

 The MLA form is completed by the LBNL employee going on assignment and or the Division Resource Analyst (RA).

How do I complete the MLA form?

Instructions are provided on the form with helpful tips on the MLA at LBL page.

Who is the MLA sponsor?

The “prime sponsor of funding” is the entity or organization that is funding the campus project. It may or may not be UC, depending on the project.

What approvals are needed to complete an MLA form?

Approvals / signatures are required from the employee, supervisor, and division director after completing the form, which includes a budget sheet for the assignment.

What does a “designee” signature mean in the approval form?

A designee is a person that has been given signature authority, usually for a Division Director. The MLA office requires an email from the Division Director stating that signature authority has been granted to “name of employee” by the Division Director.

Where do I submit the MLA form and budget?

Email the completed MLA request form and budget to ILA@LBL.GOV

Can an employee on a visa go on an MLA?

Yes! Here what you need to do: 

1. Notify the ILA Office that the employee is on a visa and what type of visa via email when applying for the appointment. 

2. The ILA Office will notify ERSO to see if any restrictions apply. The ILA Office will notify the RA of the status.

3. Submit the completed MLA request form and budget, please go to the MLA website.

How do we know that the MLA process is complete?

The ILA Office will send you confirmation/notification! 

First, the ILA Office will notify the employee going on assignment, the RA, the HRDP, and the employee’s supervisor via an email and memo containing all of the important information. Then the ILA Office will issue a special “project ID” to use for LET’s time-keeping purposes and to invoice campus for time spent on the MLA. Once you receive confirmation/notification from the ILA Office, the work can begin. 

How long does it take to implement an MLA from start to finish?

Anywhere between 45 to 90 days. 

From start to finish, it can take anywhere between 45-90 days to complete the implementation of an MLA. Please factor this processing time in when considering the start date of an assignment.

Can a new hire employee start on an MLA on the day of hire?

It is not recommended to have an MLA start day on the date of hire since the process can take anywhere from 45 to 90 days from start to finish. The process cannot begin before the date of hire.

Does the MLA Office process GSRA MLA appointments?

No. The MLA Office does not process GSRA’s. They are processed in HR Shared Services (HRSS) at HRSC@LBL.GOV. 

Can an MLA be at 100% effort?

Yes. An MLA can be at 100% if a seperate “business justification'' is included in the MLA package and approved by the Budget Office. 

The justification document for approval should include the following information:

1. MLA duration: How long is the MLA (e.g. 6 mos)

2. Effort Percentage: 100%

3. Division: Division code

4. Total anticipated cost for duration: "Total $ amount"

5. Business justification: A short paragraph, 4 - 6 sentences in length

The justification requires “special approval” from the Budget Office which is an additional step in the process. Keep this in mind when submitting a request and a start date.

The ILA Office is responsible for submission of the approval request to the Budget Office and notification to the division of the MLA approval status.

Can an MLA be extended or modified?

Yes. An MLA can be both extended and or modified. Follow the instructions for starting an MLA. You can check the extended or modified box on the form to indicate your preference. Remember to confirm that the Campus Contact/Host information is correct and current. 

When should an RA confirm if an MLA will be extended or not?

An MLA extension should be confirmed at least 90 days prior to expiration date if possible. Since MLA's take time to process we suggest submitting the extension sooner rather than later.

Is a proposal needed for an MLA appointment?

No, a proposal is not needed to request an MLA. A statement of work (SOW) filled-in on the form and attached budget are required.

Who is responsible for data entry into eSRA for MLA awards?

The ILA Office is responsible for eSRA data entry and issuance of the PID for MLA awards. The ILA Office will notify the division PI, including the RA and HRDP with the final contract and award opening.

Can one PO be used if a PI has two different projects at the same campus?

No. Each project must have it's own PID number and a separate MLA for each.

How do I know that the MLA process is complete?

The ILA Office will notify the employee going on assignment, the RA, the HRDP, and the employee’s supervisor via an email and memo containing all of the important information.

The ILA Office will issue a special “project ID” to use for LET’s time-keeping purposes and to invoice campus for time spent on the MLA.

The MLA work can begin after notification from the ILA Office.

How long does it take to implement an MLA from start to finish?

The process can take anywhere from 45 to 90 days from start to finish. Please factor this processing time in when considering the start date of an assignment.

When can I begin working on the MLA appointment?

The MLA work can begin after notification from the ILA Office that the award has been issued with a new PID.

Can an MLA be at 100% effort?

Yes. An MLA can be at 100% if a separate “business justification'' is included in the MLA package, and approved by the Budget Office.

The justification document should include the following information:

1. MLA duration: How long is the MLA (e.g. 6 mos)

2. % effort: 100%

3. Division: Division code

4. Total anticipated cost for duration: $ amount

5. Business justification: A short paragraph, 4 - 6 sentences in length

The justification requires “special approval” from the Budget Office which is an additional step in the process. Keep this in mind when submitting a request.

The ILA Office is responsible for submission of the approval request to the Budget Office and notification to the division of the MLA approval status.

Can my MLA be extended or modified?

Yes. An MLA can be both extended and modified. Follow the instructions for starting an MLA. You can check the extended or modified box on the form to indicate your preference. Confirm that the Campus Contact/Host information is correct and current. 

Is it possible for my existing award to be used instead of creating new awards?

Yes. As long as we are able to update the PO on campus We are referring to modifications & extensions. If the PO is updated we can keep the same PID & award #.

How do I know that the MLA process is complete?

The ILA Office will notify the employee going on assignment, the RA, the HRDP, and the employee’s supervisor via an email and memo containing all of the important information.

The ILA Office will issue a special “project ID” to use for LET’s time-keeping purposes and to invoice campus for time spent on the MLA.

The MLA work can begin after notification from the ILA Office.

How long does it take to implement an MLA from start to finish?

The process can take anywhere from 45 to 90 days from start to finish. Please factor this processing time in when considering the start date of an assignment.

When can I begin working on the MLA appointment?

The MLA work can begin after notification from the ILA Office that the award has been issued with a new PID.

Can an MLA be at 100% effort?

Yes. An MLA can be at 100% if a seperate “business justification'' is included in the MLA package, and approved by the Budget Office.

The justification document should include the following information:

1. MLA duration: How long is the MLA (e.g. 6 mos)

2. % effort: 100%

3. Division: Division code

4. Total anticipated cost for duration: $ amount

5. Business justification: A short paragraph, 4 - 6 sentences in length

The justification requires “special approval” from the Budget Office which is an additional step in the process. Keep this in mind when submitting a request.

The ILA Office is responsible for submission of the approval request to the Budget Office and notification to the division of the MLA approval status.

Can my MLA be extended or modified?

Yes. An MLA can be both extended and modified. Follow the instructions for starting an MLA. You can check the extended or modified box on the form to indicate your preference. Confirm that the Campus Contact/Host information is correct and current. 

Is it possible for my existing award to be used instead of creating new awards?

Yes. As long as we are able to update the PO on campus We are referring to modifications & extensions. If the PO is updated we can keep the same PID & award #.

Can my MLA be extended or modified?

Yes! An MLA can be both extended and modified. Follow the instructions for starting an MLA. You can check the extended or modified box on the form to indicate your preference. Confirm that the Campus Contact/Host information is correct and current. 

Is it possible for my existing award to be used instead of creating new awards?

Yes! As long as we are able to update the PO on campus We are referring to modifications & extensions. If the PO is updated we can keep the same PID & award #.

Is LBNL’s MLA process different from the campus process and why?

Yes. The MLA process for the lab is different from the MLA process at UC campus for the following reasons;

First, the lab is funded by the Department of Energy which places restrictions on how funds are spent. Second, LBNL has different payroll burden rates and separate accounting systems from campus, and lastly due to factors 1 & 2 above, the lab is unable to process MLA transactions in UCPath.

The lab uses invoicing and purchase orders as a mechanism to conduct MLA financial transactions since the lab does not use UCPath for payments or financial transactions. See LBNL MLA process flow map.

All MLA’s with LBNL require full cost recovery (salary + payroll burden = Total MLA Cost)

There are no future plans to incorporate LBNL’s MLA’s process into UCPath.

How do we get a lab employee started on an MLA with campus?

An MLA is initiated from LBNL (home department). The PI needs to contact their division Resource Analyst to assist with getting the process started. Go to the Getting Started page for more detailed information.

When campus has a financial question, who do we contact?

Contact the MLA Office at ILA@LBL.gov and they will help locate the LBNL Resource Analyst to answer financial questions.

Are MLA’s processed and tracked in UCPath?

No, LBNL MLA’s are not processed and tracked in UCPath. The lab uses invoicing and purchase orders as a mechanism to conduct MLA financial transactions. The lab does not use UCPath for tracking, payments, or any financial transactions.

Does % effort need to be reduced in UCPath for the lab employee on MLA to campus?

No, since LBNL MLA’s are not processed and tracked in UCPath there is no need to reduce effort. The ILA Office tracks effort manually to ensure it does not exceed 100%. The lab continues to pay the employee salary and benefits. The employee uses an assigned project ID to charge MLA time to which triggers the invoice for campus. Do not adjust effort in UCPath since it will cause problems with the employee's pay.

Do we hire the lab employee in UCPath?

No, there is no need to hire a LBNL employee through UCPath. The person on MLA remains a lab employee. MLA’s are not tracked in UCPath.

Why do we need a purchase order for an MLA and how do we get one?

Yes, the lab uses invoicing and purchase orders as a mechanism to conduct MLA financial transactions. The lab does not use UCPath for payments or financial transactions. Hence why a purchase order is required.

Contact your campus purchasing department to determine your campus purchase order request process. 

Please follow your campus procedures and policies on obtaining purchase orders.

Who initiates the MLA process with the lab?

The MLA process is initiated by the home location (LBNL) usually by the division Resource Analyst or the PI going on the MLA assignment.

Is UC usually the MLA sponsor, if not, who is?

The “prime sponsor of funding” is the entity or organization that is funding the campus project. It may or may not be UC, depending on the project.

Can the MLA be extended?

Yes, MLA’s can be extended. The process is the same as a new MLA and should be initiated by the LBNL employee or LBNL Resource Analyst.

Does a “no cost extension” (NCE) require a UPAY form?

Yes. A “no cost extension” or NCE does require a UPAY form from LBNL. The process is the same as a regular MLA extension.

NCE = Extension of time only utilizing the remaining balance of the existing PO.

Who is the host on the MLA form?

The host is a UC campus. MLA’s can only be arranged between LBNL and a UC campus.

Who at LBNL approves campus UPAY forms for Adjunct Professor’s, Professor’s in Residence, etc. that are WOS (without salary)?

The ILA Office approves WOS UPAY forms for the above titles.

Submit the UPAY form to ILA@LBL.GOV and note the reason in the email for the UPAY and confirm the UPAY is WOS

How does the P.O./Invoicing Process Work?

The PI is provided a special project ID number to use to record time spent on the MLA when an MLA is established and an award is opened in the lab’s financial system. The project ID is tracked in LBNL’s time tracking system. At the end of each month the project ID’s attached to MLA’s are totaled and used to create invoices that are charged to the purchase order of the MLA. The invoices are sent to campus for payment. Campus verifies and authorizes payment to LBNL. Questions concerning MLA invoices can be sent to ARhelp@lbl.gov

Can an employee on a visa go on an MLA?

1. Notify the ILA Office that the employee is on a visa and what type of visa via email when applying for the appointment.

2. The ILA Office will notify ERSO to see if any restrictions apply. The ILA Office will notify the RA of the status.

3. Submit the completed MLA request form and budget, please go to the MLA Website.