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

April 17

May 8

May 15

May 22

June 5

June 12

June 19

 

January 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 January 2020 payroll must be received by Finance Support no later than Thursday, January 23rd 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 January payroll cycle.

Important Reminders:

  • For faculty who are on release time, please review the Reimbursed Time Authorizations guidelines.
  • Payroll expenditures for Fiscal Year 2019/20 will reflect regular/negative pay for the months of July 2019 through June 2020; positive pay salary expenditures (e.g. student salary and overtime) will represent the months of June 2019 through May 2020. Positive pay for Fiscal Year 2020/21 will reflect expenditures for the twelve month period of June 2020 through May 2021.

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.

Procure to Pay Services

A message from the Business Services AVP Kathleen Prunty:

Contracts & Purchasing Services and Accounts Payable are now Procure to Pay Services.

As announced in What’s Up? this Fall, these two finance units have been reorganized and combined to provide services across the purchasing and payment functions. This change will enable strategies to enhance service to campus departments, reduce price or contract discrepancies, increase savings and cost avoidance, and streamline the purchase to pay (P2P) functions. Last year, efforts from these two units resulted in cost savings of more than $4 million dollars to the campus. This year the team is focused on increasing those benefits and targeting current workflows to enable more efficiencies.

With this combined P2P unit, I am pleased to announce two new appointments:

Sara Bonakdar as the Director of Strategic Sourcing. The Strategic Sourcing role will manage contracts, procurement, and payment processes for our organization in which the procedures, methods, and sources are constantly re-evaluated to optimize value to our organization. Sara’s extensive experience in sourcing, contracts and overall operations make her a great fit for this leadership position.

Kim Gamblin as Associate Director of Purchasing and Payments. The Purchasing and Payments role will align the efforts of the purchasing staff and payments staff to improve service, efficiencies, and savings for the university. Kim has been an essential part of SJSU Accounts Payable for many years. Her expertise in vendor management, payments, and technology will be instrumental in positioning the unit for success. The addition of the SJSU Buyers to her role will allow greater insight and improvements within the P2P cycle.

These new roles reflect the growing changes in the industry and emphasis on Procure to Pay, driving our focus toward better serving our customers. The CSU is actively pursuing P2P opportunities via the 23C Procurement Report and P2P Technology Roadmap. Sara and Kim together will be instrumental in the successful attainment of our savings goals and adoption of new solutions in collaborative procurement efforts. Please join me in congratulating Sara and Kim in their new positions and the challenges ahead.