Some new and exciting enhancements as well as a resolution to a problem with the upload feature were made to the FTS Purchasing/Payment module.
Last month, users reported being unable to upload additional backup documentation for Distributed status Requisition and Vouchers (Direct Payment and Employee/Student Reimbursement). The upload feature is available again.
The search feature for Requisition and Vouchers has been expanded to give users flexibility in locating submitted requests. Enlarge picture by clicking on the image.
- Requisition: Users can search for a request by entering the complete 10-digit Purchase Order Number.
- Requisition: The Purchase Order Number now displays in the search results for Requisitions.
- Direct Payment: Users can search for a request by entering the Supplier name or number.
- Reimbursement: Obtain search results by entering the Employee/Student name or number.
Finance Service Group acknowledges campus departments are working hard to complete year-end challenges. We greatly appreciate your efforts in helping us meet our fiscal year-end deadlines.
When we presented the fiscal year-end schedule to employees at our What’s Up? Finance event back in April 2013, we asked you to be mindful of our processing time for completing requests. In addition, we mentioned all Procurement Card charges posted after the May billing cycle would be expensed out of next fiscal year 2013-14.
At this time, Contracts & Purchasing Services has been inundated with requisitions for products that meet the criteria for purchase on the ProCard. We are requesting departments to refrain from submitting a requisition to Purchasing Services for such products. Requestors who have submitted requisitions for items that should be purchased with the ProCard will be notified by the Buyers via email that their requisition will be cancelled and to proceed with the purchase using the ProCard. This practice is not new and has been in place since last fiscal year.
Thank you for your cooperation.
Fiscal Year-End 2012-13 Schedule: http://www.sjsu.edu/finance/financeconnect/presentations/index.html
Procurement Pathways: http://www.sjsu.edu/finance/financeconnect/resources/pathways/index.html
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