CFS Project IDs Related to Research Foundation Accounts

Finance is improving the process to establish CFS project IDs corresponding to Research Foundation accounts.

Effective immediately, campus departments will no longer be required to submit a Chartfield Request form to create a CFS project ID for expenses billable to newly created research foundation accounts. Instead, Finance will create project IDs automatically.

Research Foundation and Finance partnered to define an internal process, communicating information required to establish the associated project ID in CFS. Once the project ID is created, it will be available for use in FTS.

This new process only applies to project IDs related to Research Foundation accounts (beginning with RFxxxxxxxxx); all other project ID creation requests should continue through the existing process.

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.

Auxiliary Transfer Sessions

Departments who were previously notified about accounts transferring to SJSU from the Research Foundation on January 2, 2013 are reminded about two upcoming information sessions:


Friday, December 14th, 1:30-3:00pm in Engr 189
Tuesday, January 8th, 9:00-10:30am in Engr 285/287

An overview of the necessity for the transfer will be provided followed by a question and answer period. We hope you can attend one of the sessions. If not, materials will be available online following the first session. A notice will be sent when they are posted.