Fall 2019 Finance What’s Up?

Thank you to everyone who attended the Finance What’s Up? Fall presentation that was held on October 25th. We hope you found the topics discussed informative. Please refer to the Finance website for a copy of the presentation.

We would also like to follow-up with some answers and clarification on questions that were asked by attendees:

Q: Does FTS send approval notifications for Transfer Journals and HR Expense Adjustments?
A: FTS does general approval notifications for budget and expense journals. However, FTS does not generate approval notification emails for HR Expense Adjustments.

Q: What is the preferred naming convention for files uploaded to requests in FTS?
A: We don’t have a preference in how you name your files, except there cannot be any characters such as ?, #, *, and % in the name or else, FTS will reject the upload. To assist you in naming your files, we offer the following suggestions-

  • PO Invoice file is named Invoice #1234. Rename it to Invoice 1234 .
  • Quote file is named Quote–ABCD. Rename it to Quote ABCD .
  • Receipt is named Receipt@JSmith. Rename it to Receipt JSmith .

Q: What happens if Enterprise cannot provide the vehicle I had requested and I had to choose an upgrade or rent from another company?
A: If there are extenuating circumstances such as the rental office being closed at time of arrival or the vehicle reserved is not available, then you can upgrade or rent from another rental agency provided the Travel Authorization in FTS was completed before the trip. Provide an explanation of the situation in your Travel Reimbursement. In this situation, insurance purchased from another company will be reimbursed.

Q: I plan to travel to a restricted state. The Auxiliary (e.g. Research Foundation) has approved the trip and will fund it. Am I covered by insurance through work for this business trip?
A: You will be covered by the Auxiliary’s insurance policy for business travel.

We need to clarify on our response to a question asked about purchasing additional traveler’s insurance. Employees traveling on business can purchase traveler’s insurance, but the university will not reimburse the expense.

If you have any questions, please contact FinanceConnect at financeconnect@sjsu.edu or 4-1558. See you in Spring 2020!

October Accounting Period Close

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

This means that the General Ledger (GL) system will not accept any more entries with a October journal date. October transactions can still be entered into the GL system, but the journal date must be 11/1/2019 or later. The current period open is November 2019.