New! Paperless Submission Process for ProCard/GoCard Statement Reconciliation

We are proud to announce the ProCard and GoCard process has gone completely paperless!

What’s new? 

  • ProCard and GoCard statements are to be signed by the Cardholder and forwarded for review and approval to Approving Official in DocuSign.
  • Cardholders are to save their documentation in two files: (1) the DocuSigned statement and (2) all required itemized receipts and backup documentation.
  • The completed and signed ProCard/GoCard Statement and itemized receipts/backup documentation files are now to be submitted by Cardholder via FTS. Look for the new module “Other”. FTS is now ready to accept February submissions.

The benefits of using this new FTS portal:

  • It is open to all university employees so there is no need to request access to it.
  • Cardholders will no longer scramble to get their reconciliation into the Accts. Payable Office by the deadline (especially timely because we have moved off campus). A confirmation email will be sent to the submitter when a reconciliation submission is completed in the portal.
  • An easy submission process. All the information needed to complete the FTS form can be found in the statement.
  • In an effort to put everything in one place, we have also added PO Change Order Requests and e-Invoices to the new FTS module “Other”.

ProCard/GoCard holders will continue to:

  • Meet Accounts Payable’s timeline for completing the reconciliation.
  • Complete their statement reconciliation in CFS.
  • Organize the itemized receipts and backup documentation in the order transactions appear in the statement.
  • Forward reconciliation to Approving Official for review and DocuSign signature.

To assist users with the new submission process, we have updated the ProCard/GoCard Reconciliation process guide, scheduled additional Finance Open Lab sessions, and prepared a video tutorial on using DocuSign for signatures. If you have any questions, please contact Finance Support at financeconnect@sjsu.edu or 4-1558.

We would like to thank our IT partners, especially Leon Nguyen, for helping us achieve this major milestone in the effort to make all of our business processes paperless.

Figure 1:  New module “Other” in FTS. Click on the image to enlarge.

FTS Other Module

 

 

 

 

 

 

Figure 2:  Video Tutorial on Using DocuSign for ProCard/GoCard Statement

 

2019 Mileage Reimbursement Rate

The CSU adjusted its mileage reimbursement rates to reflect the new IRS rates. The mileage rate changes are as follows and apply to business travel occurring on or after January 1, 2019:

  • The standard mileage rate increased from 54.5 cents per mile to 58 cents per mile.
  • Miles driven for moving purposes will be reimbursed at 20 cents per mile, increased from 18 cents per mile.

The FTS Travel module reflects the standard mileage rate appropriate to the date(s) the mileage was incurred. If you have any questions, please contact FinanceConnect at ext. 4-1558 or financeconnect@sjsu.edu.

Please forward this message to any staff or faculty you feel should be notified.

Economy Class Fares and Upgrades

Airlines are increasingly offering stripped-down economy class airfares by removing such amenities as assigned seats and the ability to bring carry-on baggage. SJSU’s Travel Guide states, “Transportation by scheduled airlines shall be allowed at the lowest fare available at time of booking.” If a traveler has a business reason for purchasing other than the lowest fare available, that reason should be noted in the FTS reimbursement document where Approving Officials can easily see it – preferably in the “Additional Trip Details” field. If the business reason for an upgrade is indicated in the FTS reimbursement request, approval of the request by an Approving Official indicates approval of the upgrade. If the business reason for an upgrade is not indicated in the reimbursement request, Finance will ask the traveler for a justification, and may refer weak cases back to the Approving Official for review.

Travelers are responsible for the cost of unapproved upgrades. If the purchase was made via a GoCard, the traveler will be asked to reimburse the University.

Travelers may elect to upgrade their seats using personal resources. If not handled as a separate transaction, the FTS reimbursement request should include only the base fare amount.