Category Archives: Uncategorized

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  .

New! Department Organizational Change Guidelines

**Original announcement posted in FinanceConnect list serv on 4/23/12**

Over the last several months, the Finance Service Group has worked to improve the organizational structure change process. We are pleased to present our newly created Department Organizational Change Guidelines, designed to assist campus department end users in identifying tasks to complete when a change to their organizational structure occurs. The guideline provides information on identifying appropriate change types, how to request the change, and identifies tasks that may need to be completed once the change is processed.

Along with the guideline, we have a new Organization Change Request form, to submit to the University Budget Office to initiate the change process. We have also developed a Checklist, which includes the contact information and tasks which may need to be completed when an organizational change takes place.

These new resources are available on the Finance website: http://www.sjsu.edu/finance/campus_resources/dept_org_changes/index.htm

If you need assistance, please contact your Budget Analyst in the University Budget Office at 4-1558.

Inventory of University Equipment

*Original announcement posted in FinanceConnect list serv on 4/14/12*

The one-time inventory and retagging of university equipment by AssetWorks, Inc. (see message from the Vice President of Administration & Finance below) has been completed.  We wish to thank all of you for your cooperation and patience in dealing with the inevitable disruption caused by a project of this magnitude.
AssetWorks is currently analyzing the results of the inventory and will produce a report next week of equipment listed in our Asset Management system that they did not find and vice versa.  After we receive that report, we will follow up with the appropriate custodian departments to locate missing equipment or record its disposition.
If you have any questions, please contact Ruben Araiza, Property Coordinator in Accounting Services at 4-1595 or ruben.araiza@sjsu.edu .  Thank you again for your cooperation.

VPA&F’s message:

SJSU has contracted with AssetWorks, Inc. to inventory all university equipment, and to re-tag the equipment using Radio Frequency Identification (RFID) tags. (RFID tags can be scanned from a distance, which means the inventory can be performed faster.)

AssetWorks is scheduled to conduct the physical inventory from March 26  through April 13. During this three-week period we ask each department on the main and south campuses to have someone available who can help AssetWorks personnel locate the equipment. We are not able to give you a specific time during which your department will be inventoried, but we will try to give you as much advance notice as possible.

New! Travel Authorization and Reimbursement Component in Financial Transaction Services (FTS)

**Original announcement posted in FinanceConnect list serv on 3/19/12**

The Finance Service Group is happy to announce the implementation of a new Travel Authorization and Reimbursement component of Financial Transaction Services (FTS). With Go Live scheduled for Wednesday, April 4, 2012, the new component features a number of enhancements including:
  • System log in using your SJSUOne account with every faculty, staff, and student having automatic access to this system as a Traveler
  • Paperless approval routing for both Travel Authorization and Travel Reimbursements – No more routing forms for signature!
  • Electronic submission of Travel Reimbursements, uploading supporting documentation and receipts
  • Automated email messages, communicating review, approval, and submission information to travelers and Approving Officials
  • Review capability for submitted Travel Authorization and Reimbursement requests, allowing the traveler to check on the status of their request and where it is in the approval process
  • One trip number assigned, creating a correlation between the Travel Authorization and the Travel Reimbursement
The new travel component is very user friendly and training is not required. An online reference guide will be available on the MySJSU Website shortly after Go Live.
Details about the new Travel Authorization and Reimbursement component will be presented at the Finance Spring 2012 What’s Up? Meeting, scheduled Wednesday, April 4, 2012 from 2:00 – 3:30pm in Engineering 189. This meeting is primarily attended by campus Finance Users.
Please share this information with staff and faculty in your area as appropriate. If you have any questions or concerns, please contact our FinanceConnect Hotline at 4-1558 or financeconnect@sjsu.edu.

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.