As a reminder, all divisions are required to track research expenditures for reporting purposes. The Academic Affairs Division implemented two new fund numbers -70026 Faculty Start-Up and 70031 RSCA Programs- intended to separate start-up and select RSCA expenditures from our ordinary operating budget and introduced the systematic use of faculty class code for expenditure tracking. Departments were asked in July 2022 to track all other research expenditures in a similar manner.
Just-in-time Research Expenditures
Please continue to use Program Code R07 with your primary department ID and fund number for any transactions related to research. This includes all just-in-time research expenses that are covered by a department’s CSU Operating Fund budget and/or PaCE funds. The use of faculty class codes is optional.
College and Department-Wide RSCA Programs
Colleges may deposit CSU Operating Funds into Fund 70031 for any organized college- or department-wide RSCA programs, travel and professional development grants, and retention grants offered to their faculty. As with all other RSCA grants in 70031, grant award deadlines may cross fiscal years, and award funds may be carried forward without year-end restrictions. Grant activities will be tracked using Program Code R07 and faculty class codes.
Any questions and concerns should be directed to your college Director of Resources and Operations and college resource and financial analysts.
The original blog announcement from July 2022 can be referenced here.
Student Assistant (SA) Dashboard Deactivation
The SA Dashboard on the Hub was established to identify faculty-specific and funding-specific positions related to Start-Up and RSCA funds. The Active Position List (APL) was recently upgraded by HRIS and now displays chart field information including class and program codes. This advancement in funding visibility and real-time information eliminates the need for the SA Dashboard, which is manually updated and was last refreshed on August 13, 2023. This was the final update to the SA Dashboard and the APL should be used from now on.
Running reports at the college level is available on the SA dashboard, but is not yet available in the APL. HRIS is in the process of adding this functionality. When this feature is included, the SA Dashboard will be completely removed from the Hub. This is anticipated to occur within the next week or two.
ABSO creates 1870 and 1874 SA positions for new Start-Up and RSCA. In the past, 1150 positions were created by ABSO. Additional SA positions only should be requested by departments if it is for other job codes. Check if a position already exists by running the APL prior to submitting a PMAF for a new position. When requesting new positions, be sure to include the information below on the PMAF. After the position is created, run the APL and review the chart field information. If any information is missing, please email firstname.lastname@example.org.
Required Chart Field Information
- Pool ID
- Funding level
- Class Code
- Program Code (if RSCA)
View detailed instructions on the Hub
New Tenure Track Academic Year 23-24 Cohort
- Locate their Class Code
- Start-Up funds have been transferred to the faculty’s DeptID and can be seen in Data Warehouse.
Budgets include OE , and as applicable: research equipment, and computer
- Student assistant positions 1870 and 1874 have been created.
Expired RSCA and Start-Up
There is a grace period of two months for expenses to post against expired RSCA and Start-Up funds. Funds expiring on June 31, 2023 will not be deallocated earlier than August 31, 2023. College-issued funds that expired before the end of fiscal year 22-23 will be returned and journal confirmations will be sent out next week.
The Assigned Time Data Entry System is now open for Fall 2023. Employees responsible for entering and approving time may log in through the IRSA Assigned Time webpage. For those who are responsible for assigned time reporting but cannot access the system, please request access by filling out the Access Request Form.
- All Chair approval must be completed prior to college-level approval.
- All assigned time must be approved at the department and college levels to advance to division approval
Updates to Assigned Time Codes
To comport with the EP&R 76-36: Faculty Workload: Policies and Procedures, the Weighted Teaching Unit (WTU) assignable for excess enrollment has been updated. Effective Fall 2023, Assigned Time Codes EXENR1 (Excess Enrollment: Between 75-120) and EXENR2 (Excess Enrollment: 120 and above) have been retired; a new code, EXENR, is created for classes with census date enrollment of over 120.
Please refer to the Assigned Time System and Assigned Time Guidelines and Instructions for details.
Please note that all assigned time entries must be entered and approved by the dean no later than Tuesday, September 19, 2023. Departments should refer to their dean’s office for any internal reporting deadlines.
Please reference the following reminders & updates that have been made to the SJSU Travel Checklist.
Travel to Prohibited States:
If you will be traveling to a prohibited state and entering a request in FTS, a Travel to Banned States Exception Request Form is required. Note that this form has been updated and is required for travel that will be using non-state funds. Please make sure this form is routed to Sami Monsur (email@example.com), who is the Provost’s designee.
Justification memos are required when the lodging rate exceeds $275/night (excluding taxes). These memos were previously allowed to be signed by the Dean or the campus VP/Designee. Please be aware the CSU policy states only the campus VP/Designee can approve these memos therefore the SJSU Travel Checklist has been updated to reflect this requirement. Please route these justifications to Sami Monsur who is the Provost’s designee.
Travel Expense Claim Forms
If routing a Travel Expense Form to the Provost Office (Provost’s Designee Sami Monsur, firstname.lastname@example.org), please make sure it is routed to Joanna Gaona (email@example.com) for initial before the One-Up Approval signature.
Links to Travel resources: AAD Travel Guide, SJSU Travel Guide, SJSU Travel Checklist.
Please contact firstname.lastname@example.org if you have any questions or require further information.