“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.

Create/Update Vendor, Employee, and Student Information in FTS

Whether you have a question regarding a vendor, an address to update, or have a new vendor that needs to be created in order to pay… vendor-request@sjsu.edu is here for you!  Communicate your vendor maintenance needs to us with our new dedicated email address.

Having the vendor ready to select or just updating a vendor address before you create your Direct Payment or Reimbursement request will help reduce delays in processing.  Also, when you review your voucher history in FTS, you will see the vendor’s name and not just a blank space.

We encourage you to use vendor-request@sjsu.edu in order to help us, help you! Please allow 3-5 business days to process requests.

To determine if a vendor or employee/student exist in FTS, use the look-up feature. If they do not exist in FTS, please follow the appropriate instructions below:

Direct Payment to Vendors

  • When requesting goods/services from a new vendor, 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:
    • Vendor Name
    • Remittance Address
    • Description of Payment

Reimbursements to Students

  • Prior to creating a Student Reimbursement request, send an email to vendor-request@sjsu.eduwith the following information:
    • Student Name
    • Student ID
    • Mailing Address
    • Description of Payment

Employee or Travel Reimbursements to University Employee

  • If address in FTS is not correct-
    • Did employee change address in HR/SA (MYSJSU) system?
      • If no, then address needs to be updated in HR/SA. Allow 24 hours for the update to be reflected in FTS.
      • If yes, then do you have an Employee Reimbursement Direct Deposit set-up with Accounts Payable?
        • If no, please contact CMS Help Desk for assistance.
        • If yes, please email request to vendor-request@sjsu.edu to update information in FTS because the Direct Deposit set-up will prevent auto updates from occurring.

Intermittent Employees

  • Employees who are active or inactive at different times may or may not be available to select for Reimbursement or to submit Travel.
  • If employee is not in FTS, then please contact vendor-request@sjsu.edufor further assistance and include the following information:
    • Employee Name
    • Employee ID
    • Mailing address
    • Description of Payment