Out-of-State Employment Policy

University Personnel has confirmed from The California State University Chancellor’s Office that faculty hired to teach exclusively and only in special sessions are exempt from the CSU Out-of-State Employment Policy. If you have faculty who reside out of state and you want to hire them to teach online special session courses only, there is no need to request an exemption from Out-of-State Employment Policy.

  • This policy does not apply to individuals who teach both stateside and special session.
  • Qualified California candidates should be considered and hired for these courses if they meet our needs. 
  • Additional resources are listed below regarding the Out-of-State Employment Policy.

Out of State Hire Request Form

Guidance for Administering the Out-of-State Employment Policy Summary

Changes to Interagency Financial Transactions (IFTs)_Updated Links

Interagency Financial Transactions (IFTs), formerly known as Cash Posting Orders (CPOs).

Beginning FY 2022/23, departments, colleges, and units will be responsible for processing the faculty payment requests via Special Consultant or Category 2403 for funds provided via IFTs. Please refer to the faculty additional employment website under UP for additional information on these types of payments.

University Personnel Faculty Services (UPFS) has approved IFTs that meet certain criteria to be processed directly via the Special Consultant Payment request, bypassing the pre-approval requirement. This only applies when one of the two items listed below is included as part of the IFT supportive documentation.

  • An approved Faculty Engagement form
  • A memo that includes the faculty name,  the scope of work, and the amount to be paid

A budget allocation will be posted to the faculty’s home department with Class Code 1024 – Chancellor’s Office to help identify IFT funds. A copy of the budget journal will be sent to the college and department for their records.

All departments, colleges, and units will be responsible for tracking IFT activities within their area.

Please refer to the AA Resource Hub for additional information.

Now Available: Instructions for Requesting an Out of State Faculty Hire

ABSO has collaborated with Faculty Success, UP, and the President’s Office to offer instructions on requesting an Out of State Hire for faculty positions. The instructions are available under the Human Resources tab on the Hub.

The instructions provide a list of necessary info required on the request form, as well as guidance on how to write a compelling justification for the hire. Remember to keep in mind that you may request such a hire only if you can clearly demonstrate that no one in the state of California, or planning to work in the state of California, applied and/or was qualified for the position. In addition, before proposing an out of state faculty hire, you must ensure that there are no other current part-time (i.e., not at 1.0) lecturers in the department who are qualified and available to do the work.

Please contact faculty-success@sjsu.edu for any questions about the process.

Reimbursed Time Authorization (RTA) & Reimbursed Salary Authorization (RSA)

In response to the reopening of Cost Recovery Funds 78005 and 78006, the Reimbursed Time Authorization (RTA) and Reimbursed Salary Authorization (RSA) processes have changed.

Reimbursed Time Authorization

Definition
Reimbursed Time: Faculty time that is bought out by a grant or donation funding.  SJSU is reimbursed based on the terms defined in an RTA, such as the reimbursement increment, funding source, salary and benefit amounts, etc.

Process

  1. An RTA is routed in DocuSign to collect the appropriate authorization.
  2. The RTA is finalized once UP-FS confirms the released faculty’s workload and compensation rate.
  3. ABSO requests the auxiliary be invoiced based on the information on the RTA.
  4. The reimbursement is posted as revenue in 580095-Release Faculty’s DeptID-78005/6 with the associated foundation project code.
  5. A request to temporarily split the faculty’s salary is sent to Finance Connect.
    – For 2022/23, ABSO will process all temporary funding change requests related to RTA.  All corresponding salaries and benefits will be posted in the Released Faculty’s Home DeptID in funds 78005 or 78006 with project code 99999.
    – Beginning 2023/24, departments will process all temporary funding change requests via OnBase.

Reimbursed Salary Authorization

Definition
Reimbursed Salary: Faculty stipend that is reimbursed by a grant or donation funding.  SJSU is reimbursed based on the terms defined in an RSA, such as the reimbursement increment, funding source,  salary and benefits amounts, etc.

Process

  1. An RSA is routed in DocuSign to collect the appropriate authorization.
  2. ABSO requests the auxiliary be invoices based on the information on the RSA.
  3. The reimbursement is posted as revenue in 580095-Release Faculty’s DeptID-78005/6 with the associated foundation project code.
  4. The faculty’s home department requests payment to the faculty through Additional Employment.  The RSA form should be attached as a support document.
    – Use a position number that ties to funds 78005 or 78006 with project code 88888.

Non-RTA Release Time/Buyout

Definition
A faculty, staff, or student employee whose time is partially or wholly reimbursed by an auxiliary organization on a monthly basis.

Process

There are two ways to ensure the payroll expenses are charged to the appropriate Cost Recovery Fund.

  1. Use Temporary Appointment Funding Change to split-fund the employee if the appointment is for one fiscal year or less.
  2. Create a position that ties to Funds 78005/6 with the appropriate foundation code for appointments that are over a year.
    – Please note that all existing foundation positions tied to Fund 70000 have been remapped to either 78005 or 78006.  No actions are required from the departments.

For additional details, please visit the Cost Recovery section in Budget & Finance on the Hub.

If you have any questions, please contact ABSO at abso@sjsu.edu.

Assigned Time System Update: Open for Data Entry

Thank you for your patience as we worked to resolve the Assigned Time System issues. After troubleshooting with the IT team, IR has resolved the issues employees entering data were experiencing last week. Designated employees are now able to enter and approve assigned time into the system by logging in using the Assigned Time webpage. If you do not have access to the system, please submit an Access Request Form. Reminders:

  1. All Chair approval must be completed prior to college level approval.
  2. All assigned time must be approved at both the department and college level to move forward to division approval.

Departments should refer to their dean’s office for any internal reporting deadlines. Please note that all assigned time entries must be entered and approved by the dean no later than Friday, September 9, 2022.

For any further technical issues, please contact IR directly at institutional-research@sjsu.edu. For questions about assigned time codes, review the Assigned Time Codes and Instructions or contact abso@sjsu.edu.