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 2015 payroll must be received by Finance Support no later than Friday, February 20th at 5:00 p.m.

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

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 February 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 about LCD processing, please contact FinanceConnect at financeconnect@sjsu.edu or 4-1558.

January Accounting Period Close

For employees who track or manage department budgets, please note that the month of January 2015 is now closed in CFS.

This means that the General Ledger (GL) system will not accept any more entries with a January journal date. January transactions can still be entered into the GL system, but the journal date must be 2/1/2015 or later. The current period open is February 2015.

“Suggested Vendor” No Longer Available for Direct Payment Requests

Effective February 4, 2015, “Suggested Vendor” will no longer be available for users to select in the Supplier field for Direct Payment requests in FTS. (Labels in FTS formerly referencing “VENDOR” have now been changed to “SUPPLIER”). Supplier ID#’s created in advance help to reduce delays in processing payments and when reviewing your voucher history in FTS, you will see the supplier’s name and not just a blank space.

“Suggested Vendor” will continue to be available for FTS Requisitions.

To determine if a supplier is available for a Direct Payment, use the look-up feature. If it does not exist, please send an email to vendor-request@sjsu.edu to have the new supplier set up in our system, as many of you are already doing.  Please follow the instructions below and allow at least 3-5 business days to process requests. You will receive an email notification when your supplier setup is complete and is available in FTS.

 Direct Payment to Suppliers

  • When requesting goods/services from a new supplier, have them complete the Vendor Data Record Std. 204 form.
  • Before creating the Direct Payment request, send the Vendor Data Record Std. 204 form to vendor-request@sjsu.edu along with the following information:

Supplier Name
Remittance Address
Description of Payment

For more information, go to:

Direct Payment Process and Guidelines: http://www.sjsu.edu/finance/financeconnect/resources/pathways/direct_pay/index.html

Vendor Create Instructions:  http://blogs.sjsu.edu/financeconnect/tag/vendorsstudentemployee-create-and-update-in-fts/

Please contact FinanceConnect at 4-1558, or by email, if you have any questions.  We appreciate your patience regarding any confusion caused by the discrepancies between the use of supplier and vendor as we transition over to the new terminology.