Finance Open Lab Schedule for August to November 2018

Finance Open Labs have been scheduled for August to November 2018.

Open labs are informal sessions where qualified personnel are available to assist department users who have access to the finance applications: CFS, FTS, Finance Data Warehouse, and Campus Marketplace. Come to an open lab for help on a number of topics:

  • Understanding procurement and finance policies and guidelines
  • Entering Requisitions or Travel Authorizations/Reimbursements in FTS
  • Ordering from Campus Marketplace and Staples Advantage
  • Running or reviewing Finance Data Warehouse reports
  • Managing PO encumbrances
  • Completing a PO Change Order Request
  • Recording receipts and inspections
  • Reviewing PO/requisition information in CFS
  • Checking the payment status for a PO invoice, Direct Payment or Reimbursement

Unless noted, labs are scheduled for Fridays from 9:00 a.m. to 12:00 p.m. in Clark Hall 505 on each of the days listed below. Be sure to bring your login information with you. Please refer back to this announcement for schedule changes.

  • August 3
  • August 31
  • September 7
  • October 5
  • October 12
  • November 2
  • November 16

Please refer to Finance Training and Tutorials for required and recommended training plus resources for new and current employees.

If you have any questions, please contact Finance Support at financeconnect@sjsu.edu or 4-1558.

New! Login to CFS Requires Duo Authentication

** The following message from IT regarding changes to CFS login is being shared on Finance Connect to ensure it reaches all appropriate audiences. Please contact the IT Service Desk at 408-924-1530 with any questions. **

In support of a CSU-wide security audit finding, we are implementing an additional login security measure for all Common Financial System (CFS) users. ​Effective July 23, all ​CFS logins will require 2-Factor authentication (also known as 2-Step verification or Multi-Factor authentication). This new login process will require an additional action after you’ve entered your SJSUOne ID and Password. This second step is provided by Duo, a security application we’ve integrated with our Single Sign On solution. Using this 2-Step login process to verify your identity increases our security. Even if your identity or password is stolen, without this second factor, no one can use your account to access our Finance system.

You can find information on how to set up and use Duo, on our Duo help page. We strongly recommend the use of the Duo mobile app available free for your smartphone. This secure application is the simplest way to perform the second step of the login process. To install this app on your Android or iPhone smartphone, search for Duo Mobile from the Android Play Store or iPhone App Store and install. (Note this is not Google Duo which is an unrelated app). When logging into CFS, you will receive a notification on your phone and after one or two clicks, the login will be completed. If you don’t have a smartphone or need a different solution, we will provide a small hardware device (called a key fob or hardware token) that will generate a six digit passcode to enter in each time you login to CFS.

To get started, the IT Service Desk will setup your account for Duo. If you are using a smartphone, please sent this smartphone email; or if using a hardware token, please send this key fob email.  If you send your own email, please let them know if you will be using the Duo smartphone app or hardware token/fob. Finalizing the smartphone setup for the Duo app is a self-service action described on the Duo help page. If you choose to use the key fob, when your account is ready you can pickup this device at the IT Service Desk located on the first floor of Clark Hall, along with further instructions.

You can sign up now or at any time during the next 6 weeksOn Monday, July 23, the 2-Factor authentication will be required for all users to login to CFS. I encourage you to sign up at your earliest convenience.

Please note: there is no change in how you initially connect to CFS, for example, using the CFS link on the my.sjsu.edu App Portal. The only change is the second step during the login process once you click on the CFS link.

Currently, this implementation is just for CFS, however, you can opt in now to use Duo for all of your Single Sign On applications; see the Duo help page for more information.  Future plans include 2-Factor authentication as a requirement for additional applications and other use cases.

Please let me know if you have any questions or contact the IT Service Desk at 408-924-1530.

Thanks,

Joel D. Johnson
Director of Web and Campus Applications
Information Technology
joel.johnson@sjsu.edu
408-893-7855 Mobile
408-924-7885 Office
For IT support, please call (408) 924-1530 or send an email to ithelpdesk@sjsu.edu

July 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 July 2018 payroll must be received by Finance Support no later than Friday, July 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 July payroll cycle.

Reminder: Payroll expenditures for Fiscal Year 2018/19 will reflect regular/negative pay for the months of July 2018 through June 2019; positive pay salary expenditures (e.g. student salary and overtime) will represent the months of June 2018 through May 2019. Positive pay for Fiscal Year 2019/20 will reflect expenditures for the twelve month period of June 2019 through May 2020.

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 FinanceConnect at financeconnect@sjsu.edu or 4-1558.