Direct Payment Changes

Effective immediately-

In an effort to streamline and improve the Direct Payment process, the following changes have been implemented:

  1. The Direct Payment Checklist has been renamed Direct Payment Products and Services. Please refer to Direct Payment Products and Services for products/services allowed for purchase through this process.
  2. The list of products/services allowed through the Direct Payment process has been revised to be clearer and more specific. For example:
  • Services are now specifically identified as guest speaker, game official, medical and physical services, proctor, and student non-payroll.
  • Graphic design, photographer, and illustrator have been removed from the list.
  • Accreditation is now called Accreditation Fees.
  • Refunds to Non-Student/Employee has been added.
  • Subscriptions are allowed unless they are online or software.

Products or services not specified as allowed via Direct Payment, can be requested using other Procurement Pathways such as a Requisition or ProCard. Visit Procurement Pathways for complete guidelines.

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.