Reimbursed Time Authorizations

Effective for Fall 2018 and beyond, a new process for faculty reimbursed time authorizations.

Definition

Reimbursed Time: Personnel time (typically faculty time) that is reimbursed by a third party, usually the Research or Tower Foundation.

Reimbursed Time Authorization (RTA): the RTA form is initiated by the Foundation and defines the term, reimbursed increment (e.g., 0.20 = one course for one semester), funding source, and other information about the reason for the reimbursement. The form also gathers all necessary authorizations.

Financial Process for RTAs

Once an RTA is fully signed, the initiating Foundation will send a copy to SJSU Accounting. The RTA serves as an “invoice request” and will be used to generate an invoice to the Foundation for the personnel reimbursement. When the bill is generated, credits will post to the SJSU department, which serves as the reimbursement. Two credits will post: account 601817 reflects the reimbursement for academic salary costs, and account 603810 reflects the reimbursement for benefits costs.

Example

In the image below, the Spartan Studies Department received $14,618.40 in salary reimbursement and $4,459.05 in benefits reimbursement for Professor Jesson. Professor Jesson is working on sponsored research (she has a grant), and the grant will pay 20% of her salary for the year. An RTA was processed to reimburse Spartan Studies for an amount equivalent to one course in fall and one course in spring (0.20 Academic Year).

Once the RTA was processed, the reimbursement amounts posted to the Actuals column, and then under the new Centralized Compensation Pool, Budget entries were made to match the amounts in the Actuals column. The Spartan Studies Department now has authority to hire instructors to cover the courses normally taught by Professor Jesson in fall and spring while she is working on her research project. Prior to Fall 2018 RTAs, departments completed an employee profile to split faculty time using funds 78005 or 78006. These profiles are no longer necessary. Please do not send employee profiles to Finance Support that use these funds.

Figure 1 (click on image to enlarge):

How faculty reimbursed time authorization will reflect in Data Warehouse

Do note, this process does not apply to staff payroll or other expenses (e.g. supplies or travel) being reimbursed by an auxiliary. These expenses should be posted to the appropriate Cost Recovery Fund 7800x for SJSU Accounting to invoice the auxiliary at the end of the month.

If you have any questions, please contact Finance Support at financeconnect@sjsu.edu or 4-1558.

August 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 August 2018 payroll must be received by Finance Support no later than Tuesday, August 21st at 5:00 p.m.

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

IMPORTANT CHANGE: For faculty who are on release time, employee profile requests are no longer required. Please review the new Reimbursed Time Authorizations guidelines.

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

Reminder: Payroll expenditures for Fiscal Year 2018/19 will reflect regular/negative pay for the months of July 2018 through June 2019; positive pay salary expenditures (e.g. student salary and overtime) will represent the months of June 2018 through May 2019. Positive pay for Fiscal Year 2019/20 will reflect expenditures for the twelve month period of June 2019 through May 2020.

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.

New Director of Accounting Services

A message from Finance AVP Marna Genes:

I am pleased to announce Jane Zacchia has filled the Director of Accounting Services position effective July 16th. Jane started with SJSU in April as the Assistant Director of Accounting Services. Soon thereafter, the Director position was vacated and she emerged as the strongest candidate. Jane has an MBA, a master’s in taxation, and she is a licensed CPA. SJSU will benefit from her broad CSU experience, which includes positions at Monterey Bay, Fullerton and Cal Maritime.

Please join me in welcoming Jane to the Finance Team. I would also like to thank Trang To for her wonderful help and support over the past several months.