Category Archives: Employee News

Employee News

New Requirements for USPS Business Reply Mail

**Original announcement posted in FinanceConnect list serv on 6/4/12**

Effective immediately, the U.S. Post Office requires a new intelligent bar code for all business reply mail (BRM) envelopes. The U.S. Post Office requires BRM envelopes contain the following:

  • The department name must be added above San Jose State University (other text changes are not allowed)
  • Do Not Enlarge, reduce or move the FIM and POSTNET barcodes; they are only valid as printed.
  • Special care must be taken to ensure FIM and POSTNET barcodes are actual size and placed properly on the mail parcel to meet both USPS regulations and automation compatibility standards.
  • Envelope sizes must be either:

Examples of the envelopes can be found at the following link:  http://www.sjsu.edu/pass/mail/preparation/

Your department may continue to use existing inventory of BRM envelopes until depleted, or further notice from the U.S. Post Office. Please contact Distribution Services with any questions at 4-1592.

Copier Toner and Printer Cartridge from Unauthorized Sellers

**Original announcement posted in FinanceConnect list serv on 6/1/12**

It has been brought to the Campus Copier Coordinator’s  attention that vendors claiming to be university authorized copier toner/printer cartridge resellers have been contacting departments to obtain printer/copier model numbers in an attempt to sell cartridges at a discounted price.  If the department discloses the information, the vendor will then ship items and invoice the university at an inflated price, usually several times more than what the university pays from our authorized suppliers.

Please be advised to never give equipment and department information to unsolicited callers. Printer cartridges should be ordered from Office Max; while copier toner cartridges are supplied through the Campus Copier Program (CCP) as part of the base fees paid for being a participant in the CCP.

If you have any questions, please contact FinanceConnect at 4-1538 or financeconnect@sjsu.edu  .

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.

CFS Datawarehouse Replacing Cognos July 1, 2012

**Original announcement posted in FinanceConnect list serv on 5/30/12**

REMINDER: On July 1, 2012, the CFS Data Warehouse will become SJSU’s tool for financial reporting, replacing Cognos.

The Cognos system will remain available to access historical data, but transactions dated July 1, 2012 and after will only be reflected in the CFS Data Warehouse.

If you have any questions, please contact CMS Help Desk at cmshelp@sjsu.edu  .