Category Archives: Finance

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.

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.

 

Adapted Travel Process Google Form No Longer Required

This is a reminder to all AAD personnel that the travel restrictions issued previously by the CSU Chancellor’s Office were lifted effective 6/1/2021. With this being said, departments will no longer need to use the Google form “Adapted Travel Process for Presidential Approval” for domestic travel.

All travel, unless otherwise indicated, will be conducted as it was prior to COVID restrictions. Domestic travel will need to be approved by the dean as the highest approval level. Please note that some states are prohibited to travel to. You can find those states here.

International travel will still need to be approved at the presidential level as it has been done in the past in FTS. Remember, there is a list of countries currently considered high-risk.  Please consult the CSURMA High Hazardous Country List and also review each country’s current COVID-19 risk.

Important: If an employee had submitted a travel authorization for virtual travel which has now become actual travel, a new travel authorization must be resubmitted in FTS. For further information on this and other travel questions, please refer to the COVID Travel FAQ.

Faculty Recruitment Travel Expenses and Campus Visit

For the departments that are interested in bringing faculty candidates to visit the campus or the area, please note the following:  

  • A Travel Approval Request must be completed prior to the visit.  Obtain all necessary approval and submit the form to non-employee-travel@sjsu.edu.
  • Departments must use their department GoCard to prepay expenses such as airfare, lodging, and car rentals for auditing purposes.
  • Candidates’ travel expenses that are not prepaid will be reimbursed through a Travel Reimbursement Request.  Follow the instructions on the form, attach the fully executed Travel Approval Request, and submit the claim to non-employee-travel@sjsu.edu.
  • If a campus visit is included in the itinerary, no more than one member from the recruitment committee can offer the tour.  

Please note that in-person meetings, such as on-campus committee meetings and interviews, are still restricted at this point. 

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