Reminder- Fall 2018 Finance What’s Up?

The Fall 2018 What’s Up presentation will be held on Thursday, October 25th from 9:00 a.m. to 10:30 a.m. in the MLK Library, Room 225. Our twice-a-year What’s Up? event is our opportunity to tell you about our projects, policies, procedures, and other goings-on of the Finance Service Group. We will have staff available from all of our departments to answer questions during and after the presentation. Our departments include Accounting Services, Accounts Payable, Budget Planning & Financial Management, Bursar’s Office, Contracts & Purchasing Services, Distribution Services, and Risk Management.  All members of the campus community with procurement, accounting, or budget responsibilities are encouraged, and most welcome, to attend.

Please forward this message to any staff or faculty you feel should be notified. We look forward to seeing you there

September Accounting Period Close

For employees who track or manage department budgets, please note that the month of September 2018 is now closed in CFS.

This means that the General Ledger (GL) system will not accept any more entries with a September journal date. September transactions can still be entered into the GL system, but the journal date must be 10/1/2018 or later. The current period open is October 2018.

FTS Travel Module Enhancements

Modifications were made to FTS Travel Authorization-

Added New Traveler’s University Affiliation Type:  “Student Employee”

The majority of SJSU students do not have access to use the FTS Travel module. Access to the system is allowed for active employees and POI-Others only, verified by FTS using HCM data.  However, students employed by the university as Student or Graduate Assistants are “active employees” and therefore do have access to FTS and the Travel module.  For those few students who find they can, and choose to use FTS Travel (instead of the paper Travel Authorization and Travel Reimbursement forms), they can now identify their university affiliation as “Student Employee”.

Please note: We strongly advise having a Requester create the Travel Authorization for the student traveler to ensure the appropriate DeptID and funding chartfield are used. This allows both the Traveler and the Requester the ability to complete or update the Travel Authorization and Travel Reimbursement. The Traveler is always required to complete the “Submit for Approval” step themselves.

Created New Section: “Funding Source”

In the Travel Authorization, travelers will sometimes select the Travel Type, “Business Related” and then are unable to select the “Travel Paid by Non-University Funds” option as well when appropriate.  Not identifying the funding source correctly can cause confusion when insurance is required to be purchased by the appropriate entity, and also, a Travel Reimbursement is created that will never be used for State funding.

By creating a “Funding Source” section in the Travel Authorization, this will allow travelers to select a Travel Type and indicate the appropriate funding source.  The “Travel Paid By University Funds” is the default funding source; the “Travel Paid By Non-University Funds” must be selected when appropriate.

Please forward this message to any staff or faculty you feel should be notified.  If there are any questions, contact Finance Support at financeconnect@sjsu.edu or 4-1558.