Finance Open Lab Schedule for January to June 2020

Finance Open Labs have been scheduled for January to June 2020

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
  • Uploading Purchase Order invoices in e-Invoice
  • Reviewing PO/requisition information in CFS
  • Checking the payment status for a PO invoice, Direct Payment or Reimbursement

New ProCard/GoCard users are encouraged to attend a dedicated ProCard/GoCard Reconciliation Workshop for training and assistance.

Unless noted, Open Lab is held in our new location IRC 210 from 9 a.m. to 12 p.m. on each of the days listed below. We encourage you to bring your laptop. Please refer back to this announcement for schedule and location changes.

January 10

January 17

February 7

February 21

March 6

March 20

April 3 in IRC 101

April 17 in IRC 101

May 8

May 15

May 22

June 5

June 12

June 19

 

November Accounting Period Close

For employees who track or manage department budgets, please note that the month of November 2019 is now closed in CFS.

This means that the General Ledger (GL) system will not accept any more entries with a November journal date. November transactions can still be entered into the GL system, but the journal date must be 12/1/19 or later. The current period open is December 2019.

Fall 2019 Finance What’s Up?

Thank you to everyone who attended the Finance What’s Up? Fall presentation that was held on October 25th. We hope you found the topics discussed informative. Please refer to the Finance website for a copy of the presentation.

We would also like to follow-up with some answers and clarification on questions that were asked by attendees:

FTS
Q: Does FTS send approval notifications for Transfer Journals and HR Expense Adjustments?
A: FTS does general approval notifications for budget and expense journals. However, FTS does not generate approval notification emails for HR Expense Adjustments.

Q: What is the preferred naming convention for files uploaded to requests in FTS?
A: We don’t have a preference in how you name your files, except there cannot be any characters such as ?, #, *, and % in the name or else, FTS will reject the upload. To assist you in naming your files, we offer the following suggestions-

  • PO Invoice file is named Invoice #1234. Rename it to Invoice 1234 .
  • Quote file is named Quote–ABCD. Rename it to Quote ABCD .
  • Receipt is named Receipt@JSmith. Rename it to Receipt JSmith .

Travel
Q: What happens if Enterprise cannot provide the vehicle I had requested and I had to choose an upgrade or rent from another company?
A: If there are extenuating circumstances such as the rental office being closed at time of arrival or the vehicle reserved is not available, then you can upgrade or rent from another rental agency provided the Travel Authorization in FTS was completed before the trip. Provide an explanation of the situation in your Travel Reimbursement. In this situation, insurance purchased from another company will be reimbursed.

Q: I plan to travel to a restricted state. The Auxiliary (e.g. Research Foundation) has approved the trip and will fund it. Am I covered by insurance through work for this business trip?
A: You will be covered by the Auxiliary’s insurance policy for business travel.

We need to clarify on our response to a question asked about purchasing additional traveler’s insurance. Employees traveling on business can purchase traveler’s insurance, but the university will not reimburse the expense.

If you have any questions, please contact FinanceConnect at financeconnect@sjsu.edu or 4-1558. See you in Spring 2020!