CFS: A New Look and Feel Coming April 27, 2020

On April 27, the Chancellor’s Office will roll out the Fluid Interface 2.0 for CFS, enhancing the experience introduced in 2018.

Fluid was designed to adapt easily to various devices, including mobile phones and tablets. In 2018, Phase I of the fluid interface was released, introducing us to new tools such as NavBar and “tiles” as a way to navigate to a module in CFS while maintaining familiar navigation such as the Classic menu and breadcrumbs.

What’s New?

  • The CFS 9.2 landing page will now display navigation collection tiles for frequently used modules., including a CFS End User tile which brings you to commonly used pages such as ProCard adjustment, inquiry and various PO reports.
  • Direct links tiles to Finance Data Warehouse and CFS Documentation.
  • Four new customizable homepages to allow users to personalize their experience.

Is There Anything Going Away?

Yes. Fluid Phase II says goodbye to the classic home page, breadcrumbs and deep link navigation.

Do I Need to Do Anything?

Most, if not all, of the pages you visit in CFS will be included in the CFS End User tile. Any custom links on the existing CFS 9.2 homepage should be moved to one of the new custom homepages. Custom links not moved by April 24, 2020 will migrate to the new 9.2 homepage, but the display will not be consistent.

The FinanceConnect team has evaluated who currently has custom links and has scheduled sessions to walk you through the cleanup process. Calendar invitations will be sent out to those who may need to move custom links. It won’t take more than 10 minutes of your time.

We’ve put together a quick reference guide providing a comparison of the old and new look and feel along with instructions on personalizing CFS home pages. The Chancellor’s Office also has a short video with great information.

Please contact FinanceConnect if you have any questions.

Please Register – What’s Up? Webinar Friday, April 3, 2020

The show must go on! In lieu of an in-person presentation, the Spring What’s Up presentation will be hosted through Zoom webinar.

Finance and Business Services What’s Up?
Date: Friday, April 3, 2020
Time: 9:30-11:00 AM

Agenda items include:

  • Managing and reporting COVID-19 expenses
  • Year-End deadlines
  • General Q&A session

Registration is REQUIRED. To register, please visit:
https://sjsu.zoom.us/webinar/register/WN_viaS8hubQHuVqYStGW5YMg

We look forward to connecting with you!

Guidance re: COVID-19 Travel Suspension

The President’s Office made an announcement on March 8th, 2020 regarding SJSU Travel:

Effective immediately, San Jose State University and its auxiliary organizations have suspended all international and non-essential domestic travel from now through the end of the spring semester (May 31, 2020). This includes suspension of travel approved prior to March 8, 2020. 

In light of this announcement, we would like to clarify what this means for our campus community.

Individuals with previously approved travel authorizations will be notified via email that their authorization to travel has been revoked.

Essential Travel. In the rare instance travel could be deemed essential, please submit a written justification to your supervisor. Supervisors should carefully review these requests with a focus on employee and community safety. The goal of this travel restriction is to minimize spread of the virus. Travel deemed essential by an employee’s supervisor will be forwarded to the appropriate Dean or Associate Vice President for review.  Vice Presidents (or their designee) maintain final approval for essential travel. Essential travel is not authorized until VP approval is obtained. Effective 7/2/20:  The President (or their designee) maintain final approval for essential travel. Essential travel is not authorized until President approval is obtained. 

Future travel, including summer and fall 2020, will be determined as the COVID-19 situation evolves.

Reimbursement of Employee-Incurred Expenses

  • The travel reimbursement process via FTS will be used to claim costs incurred for cancelled travel.
  • Travelers should make every effort to claim a refund. Many airlines, hotels and car rental companies are refunding or crediting individuals who personally prepaid these transactions.
  • Travelers should collect and maintain documentation about the refund/credit request and outcome.
  • Refund requests that were denied by the travel partner are eligible for reimbursement. These reimbursement requests will require supporting documentation showing the request for refund was denied. Please submit a travel reimbursement claim via FTS.
  • Refunds granted in the form of a voucher for later use will be treated as a travel advance. The traveler may immediately submit a travel reimbursement claim for the expense. If the travel advance (airline voucher, etc.) is not applied to university-related business travel before it expires, it will be reported as income subject to payroll tax withholding per IRS regulations.

For Expenses Incurred by the Department (typically on a GoCard)

  • Travelers/departments should make every effort to claim a refund. Many airlines, hotels and car rental companies are refunding or crediting individuals who personally prepaid these transactions.
  • GoCard holders should collect and maintain documentation about the refund/credit request and outcome.
  • During the GoCard reconciliation process, please attach any supporting documentation and code all COVID-19 related travel expenses with class code 4716. This will facilitate later reimbursement by the university. Credits on GoCards statements from travel partners should be coded the same way.
  • Refunds granted in the form of a voucher for later use should be tracked by the department and used at the earliest opportunity.

Departments should review prior GoCard statements for costs incurred in previous months and enter an expenditure transfer to add class code 4716 to the transaction. While an extra step, it will best ensure departments receive reimbursement for costs associated with cancelled trips.

Travel Funded by External Sponsoring Agencies

In addition to guidelines stated in the SJSU Research Foundation Travel Policy, sponsoring agencies also have their own travel guidelines. Travel funded by external sponsors must be related to project activity and must be allowable, allowable, and reasonable.

In the event that travel plans must be cancelled, requests for reimbursement of travel-related expenses such as airfare, hotel, registration, and cancellation fees will be reviewed on a case by case basis. Requests must be approved by the SJSU Research Foundation, and in some cases would also require sponsor approval. Please contact your assigned Sponsored Programs manager for assistance or with any questions regarding travel reimbursement requests.

Please reach out to FinanceConnect at 4-1558 or financeconnect@sjsu.edu if you have any questions about this process.

COVID-19 Travel Updates

Please refer to the following links for announcement updates regarding COVID-19 related business travel.

Adapted Travel Process for Presidential Approval – Released date 8/14/20
Extended Suspension of Business Travel and New State Added to Restricted List – Released date 7/2/20
Travel Reimbursement for Business Travel Suspended by the COVID-19 Situation – Released date 4/1/20