Category Archives: General

Update on Recruitment Request Process

Following up on the Provost’s message regarding Budget Adjustments for FY 24/25, please do not submit any recruitments, classification/compensation reviews, stipends, overloads, etc., until the Provost approves your College’s/Unit’s plan for the 6% budget cut.

Additionally, University Personnel has updated the Rationale to Recruit form to be a PowerForm. Please note that we now require the Dean, Vice Provost, or AVP to sign off as the Appropriate Administrator. We also recommend that the DRO or unit manager initiate the request. Please review the process in the Academic Affairs Resource Hub.

If you have any questions, please contact Jessica Larsen at jessica.larsen@sjsu.edu.

New Process for Recruitments

With the implementation of the soft hiring freeze, effective immediately, the President’s Cabinet will review the justification for all recruitments before posting and at the final stage before an offer is extended. As such, the new Rationale to Recruit DocuSign form is now available and includes multiple levels of approval within the Division and up through the Cabinet. The Cabinet will also review all Temporary Appointments, including Special Consultants and Emergency Hires. The updated process is outlined on the AA Resource Hub.

For job cards awaiting approval in CHRS Recruiting, you must complete the new Rationale to Recruit form. Once approved, upload the signed Rationale to Recruit form to the existing job card, click Submit, and notify the pending approver.

For other requests (Emergency Hire, Casual Worker, Retired Annuitant, Special Consultant) previously submitted and yet to be approved, you must re-submit the request using the new Rationale to Recruit DocuSign form.

Lastly, there will be an updated form for Classification/Compensation requests, including stipends, overloads, etc. More information coming soon.

If you have any questions, please contact Jessica Larsen, jessica.larsen@sjsu.edu.

ABSO Travel Cheat Sheet

To provide quick and easy access to essential aspects of the travel policies, ABSO has created a one-page cheat sheet.

What’s Included:

  • Process Overview: A general breakdown of the request and approval process for travel authorization and reimbursements
  • Important Timeframes
  • Best Practices
  • Documentation Requirements: Clear guidance on the necessary documentation
  • Exceptions: Guidance on the procedure for requesting exceptions to the standard travel policy.
  • Expense Allowances
  • Links: CSU, AAD, & SJSU Finance Travel policy websites;  the new SJSU Travel Claim Worksheet (required for reimbursed expenses for trips Jan. 1, 2024, and after).

You can find the cheat sheet on the AA Resource Hub. Go to “Budget and Financial Management”, and scroll down to the Travel section under “Tools & Resources”.


Click on the image below to go directly to the cheat sheet.

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.

New DocuSign Form: Miscellaneous Payment Request

The Miscellaneous Payment Request form is now available in DocuSign! The form is available on the Hub and is ready for use.

Miscellaneous Payment is a bulk process designed to handle multiple faculty stipend payments, bypassing the standard Additional Employment appointment processes. Due to its special nature, departments in Academic Affairs may use this process only for select payment types:

  • College-authorized department workshops and training participation (stipend payment must be in the range of $140 – $300)
  • Fellowship included in a new hire’s offer
  • Other research fellowship payments with a clear outline of work
  • Summer advising (orientation and general stateside summer advising)
  • Award stipends for teaching associates and graduate assistants

All other faculty payments must be processed through Additional Employment.

Please contact abso@sjsu.edu for any questions or concerns.