“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.

Hospitality Guidelines and Expense Justification Form- Updated

Effective immediatley, the Hospitality Expense Justification form and Hospitality Guidelines have been updated specifically for the addition of an event itinerary/agenda which must be submitted as part of the backup documentation for events attended by SJSU employees only.

 

Please be reminded that a completed Hospitality Expense Justification form is also to be included in your backup documentation for all purchase and payment requests (Requisition, Direct Payment, ProCard, Employee/Student Reimbursement and Petty Cash) for hospitality related expenses. Requests cannot be processed without this form.

 

Hospitality expense (e.g., food, light refreshments, promotional items) can be incurred for events and activities that support the university’s mission and goals.  Allowable hospitality expense is determined by the Fund used to pay for it.  Refer to Hospitality Guidelines for detailed information pertaining to such expenses.

 

Hospitality Guidelines:  http://www.sjsu.edu/finance/policies_guidelines/hospitality/index.html

Hospitality Expense Justification Form:  http://www.sjsu.edu/finance/forms/forms_by_dept/ap_forms/index.html

Printing Services

With the recent announcement of OfficeMax Impress, providing printing products and services, departments now have an expanded choice and ordering flexibility for printing requests. We encourage and remind campus departments to utilize the following preferred options for their printing needs:

 A.S. Print Shop – Official Campus Printing and Copy Services Provider

  • Provides quality printing and copying service to SJSU staff, faculty and students.
  • Easy and fast ordering process.
  • Located on-campus at Hoover Hall.
  • Requesters can provide their department chartfields to charge order to.
  • For more info, visit A.S. Print Shop.

 

OfficeMax ImPress – Off-Campus Preferred Vendor

  • Offers a variety of printing products and services.
  • Full digital on-line ordering process.
  • Quick turnaround time.
  • OfficeMax and ProCard access is required to place orders.
  • For more info, visit  OfficeMax Procurement Pathway.

 

Sierra Office Supply & Printing

  • The university’s primary vendor for SJSU logo stationary: business cards, letterheads, and envelopes.
  • Sierra Office and ProCard access is required in order to place orders.
  • For more info, refer to How to Get Products/Services’ Printing section.

 

Requisition

  • A Requisition is to be submitted in the Financial Transaction Services (FTS) system for the following types of requests:
    • Promotional products such as mugs, t-shirts, and pens.
    • Printing requests that cannot be fulfilled by the above vendors.
  • For more info, refer to How to Get Products/Services’ Printing section.