Category Archives: Direct Payment

Direct Payment

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

**Original announcement posted in FinanceConnect list serv on 6/13/12**

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.edu with 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.edu for further assistance and include the following information:
    • Employee Name
    • Employee ID
    • Mailing address
    • Description of Payment

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

Changes to Hospitality Guideline

**Original announcement posted in FinanceConnect list serv on 3/6/12**

The SJSU Hospitality Guideline has been updated in accordance with Integrated CSU Administrative Manual policy number 1301.00 (Hospitality, Payment or Reimbursement of Expenses).

Notable changes in the campus guideline are:

  • In depth explanation of approved and prohibited hospitality expenses, citing examples
  • Clearer definitions of terms cited in the guideline
  • Improvements to the funding source table, identifying appropriate funding for various hospitality expenses

In addition, Finance has created a Hospitality Expense Justification form, to be submitted along with other supporting documentation (i.e., invoices, quotes, receipts) when ordering or requesting payment/reimbursement for such expenses.

For complete information, please refer to:

SJSU 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
Impact: Changes to SJSU’s Hospitality Guideline and new Hospitality Expense Justification Form requirement.