PaCE Fund Documentation

CSU Audit and Advisory Services recently completed an audit of Professional and Continuing Education (PaCE) programs at SJSU. One of the findings needs to be addressed by all departments with self-support programs:
 
PACE fund expenditures were not always properly documented to show a clear and appropriate connection between the expenditure and the overall support and development of self-support programs….We recommend that the campus: 
a. Improve its enforcement of the requirement to maintain documentation demonstrating a clear and appropriate connection between PACE expenditures and self-supporting programs that benefit from the expenditures, and ensure the standards are communicated to appropriate employees. 
b. Develop a more effective process for reviewing expenditure activities in PACE funds to ensure proper coding for transactions.
 
We’ve taken action in FTS to help departments comply with PaCE policies. In response to this finding, you will see a reminder in FTS about the PaCE “golden rule”: 
PaCE funds (48xxx) may only be used for the support and development of self-support programs. Please refer to the PaCE guidelines for more information.
 
This is a temporary measure while we work on modifications to FTS that will prompt users to provide some additional information when using PaCE funds. We’ll let you when this change has been implemented and what you need to do.

March 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 March 2021 payroll must be received by Finance Support no later than Thursday, March 18th at 5:00 p.m.

For temporary appointment funding changes, all requests can be emailed directly to Finance Support at finance-support@sjsu.edu .

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

Important Reminders:

  • For faculty who are on release time, please review the Reimbursed Time Authorizations guidelines.
  • Payroll expenditures for Fiscal Year 2020/21 will reflect regular/negative pay for the months of July 2020 through June 2021; positive pay salary expenditures (e.g. student salary and overtime) will represent the months of June 2020 through May 2021. Positive pay for Fiscal Year 2021/22 will reflect expenditures for the twelve month period of June 2021 through May 2022.

Please refer to Labor Cost Distribution for information regarding the LCD process and Temporary Appointment Funding Changes for instructions on completing the Employee Profile form. If you have any questions about LCD processing, please contact Finance Support at finance-support@sjsu.edu or 4-1558.

February 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 February 2021 payroll must be received by Finance Support no later than Friday, February 19th at 5:00 p.m.

For temporary appointment funding changes, all requests can be emailed directly to Finance Support at finance-support@sjsu.edu .

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

Important Reminders:

  • For faculty who are on release time, please review the Reimbursed Time Authorizations guidelines.
  • Payroll expenditures for Fiscal Year 2020/21 will reflect regular/negative pay for the months of July 2020 through June 2021; positive pay salary expenditures (e.g. student salary and overtime) will represent the months of June 2020 through May 2021. Positive pay for Fiscal Year 2021/22 will reflect expenditures for the twelve month period of June 2021 through May 2022.

Please refer to Labor Cost Distribution for information regarding the LCD process and Temporary Appointment Funding Changes for instructions on completing the Employee Profile form. If you have any questions about LCD processing, please contact Finance Support at finance-support@sjsu.edu or 4-1558.