We’ve recently implemented new features to the FTS Transfer module: the ability to upload supporting documentation and ability to select appropriate approver from a drop down list. The enhancements apply to all transactions within the transfers module and are available now.
Feature 1: Supporting Documentation Upload
The ability to upload supporting documentation for transfers furthers our transparency efforts and expands our electronic document storage use of OnBase. Supporting documentation is optional for budget journals; it is required for expense, hospitality payment and interdepartmental expense transfer journals. Upon saving a transfer transaction, you will be prompted to upload supporting documentation. Uploaded documents will be accessible via the Document Retrieval button.
Feature 2: Select Approving Official From Drop Down
Building upon the purchasing/payments module enhancement introduced last July, requesters can now select the appropriate approving official from a list of approvers. The drop-down list is populated upon saving a transaction. Once the transaction is submitted for approval, only the selected approving official will receive an email notification. That means no more mass notifications!
Note to Approving Officials: You may want to disable any Gmail filters you might have established to reduce FTS notifications from filling your inbox.
Have questions? Don’t hesitate to contact FinanceConnect!
Effective immediately, campus departments will no longer be required to submit a Chartfield Request form to create a CFS project ID for expenses billable to newly established Tower Foundation accounts. Instead, Finance and Business Services will create project IDs automatically.
Finance and Business Services and The Tower Foundation partnered to define an internal process, communicating information required to establish the associated project ID in CFS. Once the project ID is created, it will be available for use in FTS.
This process applies to project IDs related to Tower Foundation accounts (beginning with Txxxxxxxxxx) as well as Research Foundation accounts (established in 2018); all other project ID creation requests should continue through the existing process.
Beginning October 1, 2020, departments are now able to submit invoices and PO requests against Tower Foundation accounts through FTS. This new ability is temporary, through March 31, 2021. All approvals and supporting documentation and approvals must adhere to Tower Foundation guidelines. However, the transaction process will now follow SJSU’s normal procedures.
To meet FTS identification and documentation requirements, please see the instructions below.
- If requesting payment of an invoice, submit a Direct Payment request
- If requesting a purchase order, submit a Requisition
- If requesting a reimbursement for an SJSU employee, submit a Reimbursement request.
- If requesting payment of an invoice related to an EXISTING Tower PO submit via a direct payment, referencing the Tower PO# in addition TOWER TRANSACTION.
- The words TOWER TRANSACTION must be included in the Header Comments field of the FTS request.
- FUNDING: All transactions must use Fund 70000 and must identify the Project ID associated with the funding Tower Foundation Account, which will generate an automatic invoice to Tower Foundation.
- Supporting documentation to support the request must be uploaded to the FTS transaction.
Finance and Business Services and Tower Foundation will work together to verify availability of funds and update account balances each month.
For assistance and clarification on completing transactions in FTS, please contact FinanceConnect. For inquiries related to submitted transactions, please contact Sara Tipton in Payment Services.