Changes to the ProCard/GoCard Application Process

We are excited to announce some changes to the ProCard and GoCard Application process that should make requesting a card and updating your information much more intuitive!

In order to simplify the application process, we have combined the ProCard and GoCard application forms so that you can request both cards with a single form.  You will be prompted to provide chartfield and spending limit information for one or both cards, based on whether you select ProCard, GoCard, or ProCard & GoCard.  Once you submit the application form, it will route to your approving official for review and signature.

We have also created a new ProCard/GoCard Update Request form that lets you notify Accounts Payable about changes to your name, approving official, default chartfields, and spending limits.  You can also use this form when you transfer to a new department or need to close an account.  This new ProCard/GoCard Update Request Form will require less information than the application form and will help you navigate changes in your office or your job.  This request form will also route to your approving official for review and signature.

You can access the new ProCard/GoCard forms on our website, via the DocuSign application, or by clicking on the following links:

ProCard/GoCard Application

ProCard/GoCard Update Request

Accounts Payable Wants Your Feedback

To employees who are responsible for purchasing goods/services or financial management in their department:

Accounts Payable is reviewing their processes to determine where they can maximize efficiency. One of the processes under review is their policy on paying invoices associated to blanket order or service order purchase orders (PO).  The current practice is to request departments to review and approve an invoice before payment is made to a supplier. If no response is received after a certain time, then the invoice is automatically paid as allowed in our Negative Confirmation Policy. Accounts Payable would like to revise the policy so that invoice payments against blanket order and service order PO’s can be made without receiving a formal approval from department.

To better serve you, we would like your feedback on the invoice approval process by having you complete our quick survey. Responses will be collected through Friday, September 20. Thank you for your cooperation.

Survey link- https://docs.google.com/forms/d/e/1FAIpQLSe6QazMoG9yr19IyZvOpCbyNPowlzOiHbTrPG7zjGYCPMW7_w/viewform

New Submission Process for Travel Reimbursement Claims for Non-SJSU Employees

Departments now have a more convenient, efficient, and paperless way to submit the paper Travel Reimbursement claims for non-SJSU employees such as students and candidates that cannot be submitted through FTS.

The Travel Reimbursement Request Form and support backup documentation can now be sent to Accounts Payable Travel Desk at a dedicated email: non-employee-travel@sjsu.edu. This email account is for submissions only. Do contact the Travel Desk with any questions related to payment status or to confirm if the request was received. The new process is a temporary improvement until we complete development of a portal similar to e-Invoice for departments to use.

When preparing the reimbursement request, please note the following:

  • Manual or electronic signatures (e.g. DocuSign) on the Travel Reimbursement Request form are acceptable.
  • In the email submission, attach one file containing the completed and approved request form and backup such as receipts.
  • Reference the Traveler’s name and department in the email subject line.
  • Please do not send us the hardcopy.

Current SJSU employees are to use FTS to submit their Travel Authorization and Reimbursement. If you have any questions regarding the travel process or policy, contact Jasmine Velazquez of the Travel Desk at 4-1674 or jasmine.velazquez@sjsu.edu.