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EV Charging Transitioning to Paid

The Adaptive Charging Network (ACN) for electric vehicles at Caltech's California Parking Structure has been a research project in Professor Steven Low's Netlab. The project has been collecting anonymized statistics (such as arrival time, departure time, energy charged, charging rates, etc.) to help develop algorithms for adaptive scheduling, learning and analytics, and software to optimize the charging infrastructure. During this time, the cost of electricity and the construction of the charging infrastructure have been covered by the Netlab project as well as by a Caltech start-up, PowerFlex, for users to freely charge their EVs. The project is now transitioning to commercial operation with PowerFlex providing the EV charging service. Netlab will continue to have access to anonymized statistics for research purposes.

The commercial operation is expected to begin November 1, 2018. Thereafter, all charging dispensers in the California Parking Structure will turn on only via the PowerFlex mobile app. EV drivers can download the PowerFlex mobile app from the iOS or Android app store to create a personal account. The cost of charging is a flat rate of $0.12 per kWh and will be collected via the PowerFlex mobile app. This rate covers the cost of electricity only. Additional parking fees apply. All users are required to display a valid Caltech parking permit.

Between now and November 1, 2018, when commercial operation begins, the default session energy—the energy drivers receive by plugging in their car and walking away—will gradually decrease to encourage everyone to use the mobile app. Once the transition concludes, EV drivers need to deposit funds (minimum of $10) via credit card to pay for their charging sessions in the California Parking Structure.

In addition to gaining access to EV charging at Caltech, PowerFlex app users will also have access to many PowerFlex charging stations at JPL, in Pasadena, and throughout the state.  For additional information, please contact PowerFlex at


Institute Policies

To: The Campus Community
From: Julia McCallin, Associate Vice President for Human Resources

Date: September 6, 2018

Re: Institute Policies

The Institute Policies are regularly updated and can be found on the Human Resources policies web page. They are also available in the Caltech Catalog (see sections labeled "General Information", "Institute Policies"). An additional policy has been added this year, the "Violence Prevention Policy". Please familiarize yourself with these policies, as all members of the Caltech community are expected to comply with their requirements.
The Institute Policies are:

If you have any questions about the policies, please feel free to contact me at extension 3230 or Tara Kruckeberg, the assistant vice president for human resources, at extension 8661. 


ASIC and IMSS Warn Against Sophisticated Phishing Scams

Caltech, like most universities and companies, is a frequent target of phishing attacks and fraud scams. The Institute has seen a significant rise in the number of attacks and scams in the past year.

These increasingly sophisticated scams include sending a fake email that appears to be coming from a person in authority, such as the President, Chief Financial Officer, or a manager or director.  The email typically indicates an urgent need for the recipient to log in using a link provided in the message, and may require the user to provide other information, such as Social Security Number, home address, W-2 information from a payroll or human resources system, or other financial/private information.

Two such scams were successful at Caltech within the past month. Although we hear about these situations occurring daily in the news, it really hits home when it happens to our own Campus personnel.  In one case, after gaining access to an employee's email, the attackers ultimately were able to modify that person's direct deposit banking information.   In another, an employee was fraudulently convinced to buy gift cards on behalf of the scammers.

We all need to be more vigilant when we receive emails requesting that recipients click on a link and log in or provide financial or other personally identifiable information, even if the message appears to come from third-party vendors that do business with Caltech.  Avoid using links that came via email, but where it's necessary, first mouse over the link, or press and hold on a mobile device, to see where the link will take you before clicking.

We should also be aware that reusing the same password for your work and various personal accounts can exacerbate problems when an account is hacked on one site, and then used to gain access to another. Best practices recommend always using unique, difficult to guess passwords for different accounts. A password management utility can be helpful for keeping track of multiple passwords.

IMSS offers consultation and training for Institute personnel and departments, providing awareness of scam and fraud techniques to watch out for, and offering tips for identifying suspicious emails related to phishing scams, schemes to commit identity theft, or other attempts to compromise computing equipment and personal information.

For additional information on how to identify and avoid phishing scams, see the IMSS website:

If you receive an email that you believe is suspicious in nature, DO NOT click any links in the email, and do not "unsubscribe" or acknowledge the email in any way.  Instead, please contact IMSS immediately by calling the Help Desk at x3500, by opening a Help Desk ticket online, or by emailing Information Security directly, at to obtain guidance and assistance.


Conflict Of Interest - Annual Disclosure

Caltech faculty, staff and postdoctoral scholars are required to submit a Conflict of Interest Disclosure. The deadline to complete the Conflict Of Interest Disclosure for FY2018 is June 30, 2018.
To complete the annual disclosure for fiscal year 2018, please follow these steps:
1. Log in to the Access.Caltech web page at:
2. Enter your access.caltech credentials and click the Sign In button.  
3. Select Conflict of Interest from the "Administrative Services" section on the screen.  Be sure to click on Submit when you have finished your disclosure.
If you are having technical issues accessing the system, please contact the Caltech Help Desk personnel at 626-395-3500.



Caltech Travel Fair 2018

P-Card and Travel Services will hold its annual Travel Fair from 10:30AM to 1:30PM on Wednesday, June 20, 2018, located at Beckman Mall. This year's theme is "Life's A Beach." Come out and meet our preferred travel vendors. There will be music, delicious food for purchase, and drawings for great prizes (valid Caltech ID required to enter drawings). Come enjoy the fun and we hope to see you there!

For more information, please phone 626-395-6273 or email




A Payroll Office Reminder: Please Consider Reviewing Your Tax Withholdings

If you have not done so already, the Payroll office encourages everyone to take a moment to review your current federal tax withholdings carefully to determine if you should make any changes in response to changes in your tax situation that may have been brought on by the Tax Cuts and Jobs Act of 2017. The Act resulted in many changes to tax brackets and deductions and is effective for calendar year 2018.

The IRS has recently issued the new 2018 W-4 form, which includes a worksheet and a link to the new IRS withholding calculator. The IRS withholding calculator is a handy tool to help guide you. However, if you need additional assistance please contact the Payroll office at (626) 395-8668 to make an appointment, and someone will be happy to assist you.

If you wish to make changes immediately, please print the 2018 Form W-4 and deliver to the Payroll office at Keith Spalding Building, 1200 E California Blvd, 2nd Floor, or fax to (626) 628-3882. Please do not send W-4 forms via email, for security purposes.


Banking Institution Change

Caltech has recently moved its banking activities from Bank of America to J. P. Morgan Chase. All payments generated through Payroll Services are now paid through the new JPMorgan bank account.

This change should have little impact on you, but we want to make you aware of a few key points to keep in mind: 

  • Employees receiving hard-copy check payments will recognize the JPMorgan Chase bank change at the top of the check. 
  • All hard-copy checks can be deposited into the individual employee's bank account, cashed at any Caltech Credit Union branch (if the employee is a Credit Union member), or at the local JPMorgan Chase branch office free of charge:  860 E Colorado Blvd Pasadena, CA 91101 (626) 795-5177 
  • Employees receiving automated deposit payments from the Institute will see them recorded into the same bank account as before under the Bank of America process. 
  • You may continue utilizing the on-site Caltech Credit Union ATM in the same manner.

Please direct any payroll related banking transition questions to our Director of Payroll, Maggie Ory. She can be reached at (626) 395-2626 or


Rath al Fresco OPENS Friday, May 11!


Bar Service:
Monday – Thursday, 4:30 p.m. – 9:00 p.m.
Friday, 4:30 p.m. – 10:00 p.m.
Food Service:
Monday – Thursday, 5:00 p.m. – 8:45 p.m.
Friday, 5:00 p.m. – 9:00 p.m.

The Rath al Fresco is happening at one of Pasadena's most stunning locations where members can fully enjoy the balmy seasonal afternoons and evenings. The casual menu includes a wide variety of specialties cooked on the grill and employs a full service bar. On Fridays, in addition to the à la carte menu, we also provide a scrumptious BBQ buffet. All of these features make it a great destination for families to relax and colleagues to mingle.

No reservations required for parties under 10. Rath al Fresco is open to Athenaeum members and Departmental accounts.

Dress Code: Clean, campus-appropriate casual dress in good condition that is not excessively revealing. Tennis attire is also appropriate.

Please note: Pets are not allowed in or adjacent to the Rath al Fresco vicinity.


The Pavilion Lunch Grab & Go Opens on April 24th

As the weather warms up, so does The Pavilion! We offer bountiful fresh fare, all ready for you to pick-up or call to order for delivery.* Try our delicious panini or pizza, Porchetta Torta, tacos, rice bowls, poke, fresh salads, and more. There are lots of vegetarian options, too, like veggie burgers, portobello fries, vegetarian pad thai, and avocado toast. Snack on pastries, fruit and granola yogurt cups, sweets, gelato and all that you're craving at The Pavilion!

Call (626) 395-8253 to pre-order lunch or just stop in. Open Monday - Friday from 11:30 a.m. to 1:30 p.m. (Pavilion lunch delivery begins Monday, April 30th)

*On-campus delivery is available for orders of $50.00 or more, with a $10.00 delivery charge.  Delivery will occur 40-60 minutes after the order is placed. Delivery times may vary. The Pavilion is open to Athenaeum members and Departmental accounts.

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