Category Archives: Accounts Payable

Accounts Payable

Travel Reimbursement Supporting Documentation- Protection of Personal Information

**Original announcement posted in FinanceConnect list serv on 5/31/12**

With the implementation of our online Travel Authorization and Reimbursement component of Financial Transaction Services (FTS), we also transitioned to a paperless submission of supporting documentation (receipts, etc.); uploaded documents as opposed to hard copy.
To ensure the protection of your personal information, please note the following when preparing supporting documentation for submission:
  • The FTS Travel Component only displays a home address to the TRAVELER; it cannot be viewed by Requesters (entering transactions on your behalf), Reviewers, or Approvers.
  • Receipts, hotel invoices, etc. only reference the last 4 digits of a credit card information.
  • For documents containing personal finance information (credit card statements, bank transaction statements, etc), please black out account numbers, balances, and other personal information.
Please forward this message to staff/faculty in your department as you feel necessary. Please contact FinanceConnect with any questions or concerns.

FTS Travel Authorization/Reimbursement Email Notifications

**Original announcement posted in FinanceConnect list serv on 5/31/12.**

To help end users better identify email notifications triggered by Financial Transaction Services (FTS) Travel Authorizations and Reimbursements, we have improved the subject line description in email messages that once contained the generic header of “FTS Email”.  The new subject line description will appear for emails delivered to:

  • The Traveler when authorization or reimbursement is approved.
  • The Approver when authorization or reimbursement needs approval.
  • The Requester when authorization or reimbursement is returned.

Please forward this message to staff/faculty in your area as you feel appropriate.

Travel Consultant’s Processing Fee Increase

**Original announcement posted in FinanceConnect list serv on 5/11/12**

Effective May 2012, the university’s preferred travel agency, Travel Consultant, has increased their processing fee and will charge a minimum $20 for all booking handled by them.

As a reminder, departments are encouraged to use the GoCard to help pre-pay travel expenses such as conference fees and air/car/hotel reservations. The GoCard program, similar to a ProCard, was established to prepay expenses related to official University travel.

Please refer to the following for more information-

Travel Guide: http://www.sjsu.edu/pass/docs/ap/info/travel_guide.pdf

GoCard program and application:  http://www.sjsu.edu/pass/ap/go_card/

If you have any questions pertaining to travel or GoCard, please contact Maggie Dela Mere at 4-1572 or margaret.delamere@sjsu.edu .

FTS System Updates- Direct Payment and Employee/Student Reimbursement Vouchers

**Original announcement posted in FinanceConnect on 4/30/12**

In conjunction with the release of the enhanced Travel component in Financial Transaction Services (FTS), slight modifications have been made to the functionality of the Sales Tax and Freight fields within the Direct Payment Vouchers and Reimbursements.

Direct Payment Vouchers
The Chartfield Amount field is now automatically populated by the Invoice Subtotal amount instead of the invoice Grand Total.  This was done to prevent the duplication of Sales Tax and Freight amounts on the CFS voucher.  The Sales Tax and Freight will be charged to the chartfield distribution indicated.

Reimbursements
The Sales Tax and Freight fields have been grayed out and are no longer functional, as currently, there is no purpose to having these amounts broken out.  The Invoice Subtotal should be the total amount to be reimbursed and the rest of the amount fields will auto-populate.

Hospitality Expense Justification Form and Guidelines

**Original announcement posted in FinanceConnect list serv on 4/24/12**

Please be reminded that a completed Hospitality Expense Justification form must be included as part of 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/pass/policies/hospitality/index.htm

Hospitality Expense Justification Form: http://www.sjsu.edu/pass/docs/ap/forms/hospitality_expense_justification.pdf