Monthly Archives: August 2014

New Requirements for Journal Upload Requests

Finance has implemented new requirements for all journal upload requests submitted to Accounting Services.

While most expense transfers are completed through Financial Transactions Services (FTS), there are circumstances when a journal upload request is the correct option for processing a transfer, such as:

  • Revenue corrections
  • A large number of adjustments, where a journal upload would be more efficient than utilizing FTS
  • Cost Recovery transactions

Please continue to send journal requests to your current Accounting Services contact person.  Feel free to contact Kim Napoli at kim.napoli@sjsu.edu.  If you need to verify the correct contact person for your needs. When submitting a journal upload request to Accounting Services, requesting departments should now include the following support documentation listed below:

  • An in-depth description of the request, providing justification for the transaction;
  • Documentation identifying where the expense/revenue is currently recorded (typically obtained by drilling down into actuals in a Data Warehouse organization report) and;
  • Documentation identifying balance of the expense/revenue account after a journal upload (what is the intended end result)

Accounting Services will complete an in-depth review of all journal upload requests, verifying the transfer is appropriate and allowable.

The Journal Upload Template is available on the Finance website. As a reminder it is crucial that campus departments submit journal upload requests following the format as outlined in the template. Not adhering to the specified format requires additional review and causes a delay in processing time.

We are in the process of creating detailed campus expense/revenue transfer guidelines and will share via FinanceConnect once available.

Finance Hot Topics

Finance has published a new Finance Hot Topics page on our website. The aim of Finance Hot Topics is to highlight important information and practices for campus departments to refer to when working with specific finance-related subjects: student fees, department revenues/funds, and risk management.

Please check out Finance Hot Topics at http://www.sjsu.edu/finance/financeconnect/presentations/index.html .

Contact FinanceConnect at financeconnect@sjsu.edu or 4-1558 if you have any questions.

August LCD Processing

To personnel with Labor Cost Distribution (LCD) responsibilities, this is the monthly reminder to confirm your salary information by running your LCD Setup Audit.

Any changes to the distribution of funding for payroll expenses that you would like made for August 2014 payroll must be received by Finance Support no later than Wednesday, August 22, at 5:00 p.m.

For staff member changes, all requests can be submitted directly to Finance Support:

Andrew Nguyen
Finance Support, CL 500
Extended Zip 0008

For faculty who are on release time and/or any split funding changes, employee profile requests must be approved by the Dean’s Office prior to submittal to our office. The Release Time Authorization (RTA) form for faculty on release time with the Research Foundation should be sent to Faculty Affairs – please do not send the RTA form to Finance Support.

We cannot guarantee that requests for changes received after the deadline will be captured for the August payroll cycle.

Reminder: Payroll expenditures for Fiscal Year 2014/15 will reflect regular/negative pay for the months of July 2014 through June 2015; positive pay salary expenditures (e.g. student salary and overtime) will represent the months of June 2014 through May 2015. Positive pay for Fiscal Year 2015/16 will reflect expenditures for the twelve month period of June 2015 through May 2016.

For more information about the LCD process, please see http://www.sjsu.edu/finance/about_us/budget/budget_dev/people_budgeting/labor_cost_distribution/index.html.

If you have any questions, please contact Andrew Nguyen at finance-support@sjsu.edu or 4-1585.