New! Paperless Submission Process for ProCard/GoCard Statement Reconciliation

We are proud to announce the ProCard and GoCard process has gone completely paperless!

What’s new? 

  • ProCard and GoCard statements are to be signed by the Cardholder and forwarded for review and approval to Approving Official in DocuSign.
  • Cardholders are to save their documentation in two files: (1) the DocuSigned statement and (2) all required itemized receipts and backup documentation.
  • The completed and signed ProCard/GoCard Statement and itemized receipts/backup documentation files are now to be submitted by Cardholder via FTS. Look for the new module “Other”. FTS is now ready to accept February submissions.

The benefits of using this new FTS portal:

  • It is open to all university employees so there is no need to request access to it.
  • Cardholders will no longer scramble to get their reconciliation into the Accts. Payable Office by the deadline (especially timely because we have moved off campus). A confirmation email will be sent to the submitter when a reconciliation submission is completed in the portal.
  • An easy submission process. All the information needed to complete the FTS form can be found in the statement.
  • In an effort to put everything in one place, we have also added PO Change Order Requests and e-Invoices to the new FTS module “Other”.

ProCard/GoCard holders will continue to:

  • Meet Accounts Payable’s timeline for completing the reconciliation.
  • Complete their statement reconciliation in CFS.
  • Organize the itemized receipts and backup documentation in the order transactions appear in the statement.
  • Forward reconciliation to Approving Official for review and DocuSign signature.

To assist users with the new submission process, we have updated the ProCard/GoCard Reconciliation process guide, scheduled additional Finance Open Lab sessions, and prepared a video tutorial on using DocuSign for signatures. If you have any questions, please contact Finance Support at financeconnect@sjsu.edu or 4-1558.

We would like to thank our IT partners, especially Leon Nguyen, for helping us achieve this major milestone in the effort to make all of our business processes paperless.

Figure 1:  New module “Other” in FTS. Click on the image to enlarge.

FTS Other Module

 

 

 

 

 

 

Figure 2:  Video Tutorial on Using DocuSign for ProCard/GoCard Statement

 

January Accounting Period Close

For employees who track or manage department budgets, please note that the month of January 2019 is now closed in CFS.

This means that the General Ledger (GL) system will not accept any more entries with a January journal date. January transactions can still be entered into the GL system, but the journal date must be 2/1/2019 or later. The current period open is February 2019.

February LCD Processing

To personnel with Labor Cost Distribution (LCD) responsibilities, this is the monthly reminder to confirm your salary information by running your LCD Setup Audit.

Any changes to the distribution of funding for payroll expenses that you would like made for February 2019 payroll must be received by Finance Support no later than Wednesday, February 20th at 5:00 p.m.

For temporary appointment funding changes, all requests can be emailed directly to Finance Support at finance-support@sjsu.edu .

IMPORTANT CHANGE: For faculty who are on release time, employee profile requests are no longer required. Please review the new Reimbursed Time Authorizations guidelines.

We cannot guarantee that requests for changes received after the deadline will be captured for the February payroll cycle.

Reminder: Payroll expenditures for Fiscal Year 2018/19 will reflect regular/negative pay for the months of July 2018 through June 2019; positive pay salary expenditures (e.g. student salary and overtime) will represent the months of June 2018 through May 2019. Positive pay for Fiscal Year 2019/20 will reflect expenditures for the twelve month period of June 2019 through May 2020.

Please refer to Labor Cost Distribution for information regarding the LCD process and Temporary Appointment Funding Changes for instructions on completing the Employee Profile form. If you have any questions about LCD processing, please contact Finance Support at finance-support@sjsu.edu or 4-1558.