Enrollment Seat Distribution

Finance has published guidelines on using PaCE for financial expenditures last year.  For those familiar with the existing AAD PaCE Guidelines, the framework of the two guidelines is identical.  Given the similarity in both, AAD will retire its version to avoid confusion.

There are two general rules of thumb when it comes to using PaCE: 

  1. Charge PaCE for direct costs such as instructor salaries and expenses that are solely for self-support programs.
  2. Use the enrollment seat distribution to determine the cost allocation between Op Fund and PaCE for shared/indirect expenses.  

ABSO prepares the Enrollment Seat Distribution report every July to inform the shared cost allocation percentage for the year.  The data is now available on a dashboard in the Hub and is available to all campus users.  

https://sites.google.com/sjsu.edu/aa-resource-hub/budget-finance

Please note that the information presented on the dashboard is to help departments determine an appropriate split for salary and other shared costs.  To better understand how and when to apply the split, please refer to the PaCE Guidelines and consult with your college dean’s office.

Please contact abso@sjsu.edu if there are any questions.

SJSU Teach Online Certificate Summer 2021 Program

The SJSU Teach Online Certificate Program is returning the second year!  The faculty members who have completed this three-week program will receive a stipend payment. Departments may refer to the Teach Online Payment dashboard to review the list of faculty who joined the program as well as the stipend payment status.  Please note that the option to receive professional development funds in lieu of a stipend is NOT offered this year.

Please also be reminded that the entire payment process, from workload review, ESS/Payroll review, to check issuance, could take as long as four weeks.

Teach Online Payment Dashboard:
https://sites.google.com/sjsu.edu/aa-resource-hub/faculty-toolkit/teach-online-payment/teach-online-college-dashboard

Select “Summer 21” from the Session filter:

 

Path on Hub: Budget & Finance > Start-Up & Professional Development > Teach Online Certificate Program > College/Department Dashboard

HEERF First Priority Funding

This message is for the colleges and unis that have received HEERF funding from the division.

The Hub has been updated to include information on the HEERF funding commitments. With the campus opening up access to the HEERF Fund 70602 and encouraging direct expenditures against it, it is important for department users to follow the guidelines when processing HEERF-related transactions.

Highlights:

  • Each project is assigned a unique project number; this number must be used on all transactions.
  • Class code 4716 is also required.
  • POs and PCard charges should be posted directly in HEERF 70602.
  • Continue using CARES Act positions created last year for consultants and student assistants.

Please contact abso@sjsu.edu for questions and concerns.

 

Chartfield Corrections

This is a reminder to employees who manage department budgets that a change order is submitted to correct encumbrances while an expense journal is submitted to correct actuals. Departments should not attempt to correct the chartfield of an encumbrance through an expense journal, especially when doing year-end clean up, because doing so would distort the roll forward allocation.

Since an option to update the chartfield for existing lines is not available on the change order form, please note the request (updated chartfield, relevant lines, etc.) under the “Request Summary and Additional Details” field.

Links to Finance’s tutorials as well as year-end deadlines are included below.

Change Order Request – deadline June 4
Expense Journal – deadline June 25
2020-21 Fiscal Year-End Deadlines

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

Academic Affairs Carry-Forward & Year-End Balances Guidelines

This message is for employees who manage department budgets. 

In order to help departments better understand the division’s carry-forward guidelines and practice for each major state-side fund, we have put together a matrix that explains the specification, the parties responsible to furnish information and complete the year-end process, and the timeline and placement of the roll-forward allocation.

Link to the spreadsheet: Academic Affairs Carry-Forward & Year-End Balances Guidelines

Departments should also consult with their home college as they may have their own internal processes and guidelines that must first be met.

Should you have any questions, please contact abso@sjsu.edu.