ProCard/GoCard Workshop Zoom Session

We are having a ProCard/GoCard Workshop on Friday, May 24th from 9 a.m. to 10 a.m. via Zoom. New and current cardholders are encouraged to attend when they need assistance or have questions about the ProCard/GoCard. If you are interested in joining the session, you’ll need to register by 5pm on Thursday, May 23rd. Please keep in mind the first 30 minutes of the workshop will provide an overview of the reconciliation. After the overview, the workshop is opened for cardholders to ask questions or seek assistance in completing their reconciliation.

Strategic Sourcing – Contracts & Procurement Services – Friendly Reminders

Your Strategic Sourcing team has some friendly reminders to help you prepare for the Fiscal Year End!

May Deadlines

May 10th: Last day of GoCard billing cycle (May statement). Purchases posted to this cycle will go against 2023-24 funds. Charges incurred after this day will be expended in 2024-24 (June statement).

May 13th:

  • Requisition for 23/24 FY must be fully approved in FTS by this date.
  • Blanket Orders & Service Orders for 23/24 FY must be fully approved in FTS by this date.
  • Change Order Requests for 23/24 FY must be approved by this date.

May 15th: Last day of ProCard billing cycle (May statement). Purchases posted to this cycle will go against 2023-24 funds. Charges incurred after this day will be expended in 2024-24 (June statement).

May 31:

  • Employee Travel for 23/24 FY must be fully approved in FTS by this date.
  • Non-Employee Travel Reimbursement for 23/24 FY must be fully approved and submitted to Payment Services’ Travel Desk by this date.
  • Direct Payment & Employee Reimbursements for 23/24 FY must be fully approved in FTS by this date.
  • Final day to submit PO invoices for 23/24 FY in FTS e-Invoice.

Requisition Reminders:

  • Provide a point of contact (name and email address) for the suppliers you are working within your requisition header comments.
  • Provide special instructions for Purchase Order delivery requirements in the requisition header comments if applicable.

Submit your purchase requests now and avoid the crunch! Please plan – we are here to help if you have any questions.

Full list of 2023/24 FYE Deadlines

Please share this message with any staff or faculty you feel should be notified. Feel free to reach out to our Strategic Sourcing team for any questions at strategicsourcing-c-ps@sjsu.edu.

Wishing you all a great and successful month!

Introducing New Fund Closure Resources: Streamlining Fund Management for a More Efficient Campus

Accounting Services is excited to introduce a couple of new tools that will enable departments to manage their funds more effectively: a Fund Closure Form and a Fund Closure Checklist.

As part of our ongoing efforts to optimize resources and ensure the sustainability of our financial system, the Fund Closure Form and Fund Closure Checklist have been developed to facilitate the consolidation of funds with minimal activity or closing funds with no activities. This consolidation not only simplifies fund management but also minimizes the risk of fund deficits, ensuring that resources are utilized effectively and responsibly.

These new tools can be used for:

  1. Consolidation of Funds for available resources and prevention of fund deficits: By consolidating funds with minimal activities into your department’s operating fund, we can streamline our financial operations, reduce administrative overhead, combine funds at risk of deficit, take proactive measures to address them, and safeguard the financial health of your department.
  2. Inactive Fund Management: Funds that remain inactive for extended periods can represent a missed opportunity for available resources and extra time for fund maintenance. If no future activities are expected, these funds can be consolidated and made inactive, freeing up resources for more pressing needs.

We hope these tools will empower your department to make data-driven decisions and optimize your financial resources for maximum impact. We believe that these tools will not only enhance our efficiency but also foster a culture of fiscal responsibility and stewardship.

Please reach out to financeconnect@sjsu.edu if you have any questions.