December LCD Processing

To personnel with Labor Cost Distribution (LCD) responsibilities, this is the monthly reminder to confirm your salary information by running your LCD Setup Audit.

Any changes to the distribution of funding for payroll expenses that you would like made for December 2016 payroll must be received by Finance Support no later than Tuesday, December 20th at 5:00 p.m.

For temporary appointment funding changes, all requests can be emailed directly to Finance Support at finance-support@sjsu.edu .

For faculty who are on release time and/or any split funding changes, employee profile requests must be approved by the Dean’s Office prior to submittal to our office. The Release Time Authorization (RTA) form for faculty on release time with the Research Foundation should be sent to Faculty Affairs – please do not send the RTA form to Finance Support.

We cannot guarantee that requests for changes received after the deadline will be captured for the December payroll cycle.

Reminder: Payroll expenditures for Fiscal Year 2016/17 will reflect regular/negative pay for the months of July 2016 through June 2017; positive pay salary expenditures (e.g. student salary and overtime) will represent the months of June 2016 through May 2017. Positive pay for Fiscal Year 2017/18 will reflect expenditures for the twelve month period of June 2017 through May 2018.

Please refer to Labor Cost Distribution for information regarding the LCD process and Temporary Appointment Funding Changes for instructions on completing the Employee Profile form. If you have any questions about LCD processing, please contact FinanceConnect at financeconnect@sjsu.edu or 4-1558.

Important Changes to Maintenance & Repair Account Numbers

As of July 1, 2016, the Chancellor’s Office reporting requirements regarding maintenance and repair activity have changed. To meet these requirements, we’ve implemented the following:

Journal Reclassifications

Accounting Services reclassified a number of unallowable expenses posted during the first quarter of FY 2016/17. Expense activity not allowed in repairs and maintenance was reclassified to account 660003 – Supplies.  Likewise, unallowable budgets were also reclassified.  Finance will follow up with those departments directly impacted by the reclassifications, working to appropriately re-designate the expense account if necessary. Accounting Services will continue to reclassify these unallowable expenses as they occur.

Changes to Account Descriptions

Accounting Services has updated the descriptions for some of our existing account numbers related to maintenance and repair. Please note: Commonly used account 660021 (now Facility Maint & Repair) is now designated for use by the Facilities, Development & Operations (FD&O) service group only. Campus departments will need to select from one of the alternative account codes listed below when classifying maintenance and repair related expenses.

Account OLD Description NEW Description When to Use
660021 Repairs and Maintenance Facility Maint & Repair Restricted to maintenance and repair of facilitiesOnly to be used by FD&O.
613809 NEW! Equipment Contracts Maint & Repair To record equipment maintenance and repair that is governed by a contract.
616803 IT Hardware Maintenance IT Hardware Maint & Repair To record all IT hardware maintenance and repair.
616804 IT Software Maintenance IT Software Maint To record all IT software maintenance.
660961 NEW! Other Maint & Repair For all other maintenance and repair expense.

Additionally, FD&O is the only service group authorized to use account numbers in the 607XXX (capital expenditure) range.

Open Purchase Orders

Finance has evaluated open purchase orders, where repairs and maintenance accounts are identified.  Again, Finance will communicate directly with departments where changes to open purchase orders may be necessary.  We appreciate your patience and partnership during this transition.