Category Archives: Strategic Sourcing – Payment Services

Strategic Sourcing – Contracts & Procurement Services- Friendly Reminders

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

May Deadlines

May 12th: Last day of GoCard billing cycle (May statement). Purchases posted to this cycle will go against the 2024-25 funds. Charges incurred after this day will be expensed in 2025-26 (June statement).

May 12th: Requisitions and PO Change Orders

  • Requisition for 24/25 FY must be fully approved in FTS by this date.
  • Blanket Orders & Service Orders for 24/25 FY must be fully approved in FTS by this date.
  • PO Change Order Requests for 24/25 FY must be approved by this date.

May 16th: Last day of ProCard billing cycle (May statement). Purchases posted to this cycle will go against the 2024-25 funds. Charges incurred after this day will be expensed in 2025-26 (June statement).

May 30th:

  • Employee Travel for 24/25 FY must be fully approved in FTS by this date.
  • Non-Employee Travel Reimbursement for 24/25 FY must be fully approved and submitted to Payment Services’ Travel Desk by this date.
  • Direct Payment & Employee Reimbursements for 24/25 FY must be fully approved in FTS by this date.
  • Final day to submit PO invoices for 24/25 FY in FTS e-Invoice.

Other:

  • Use the Header Comments field to provide extra details or instructions to Contracts & Procurement Services (for Requisitions) or Payment Services (for Vouchers).
    • Examples include delivery instructions or supplier contact information (name and email).
  • FTS requests must be approved in FTS by 5 p.m. on the due date to meet the deadline.

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

Full list of 2024/25 FYE Deadlines

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

Wishing you all a great and successful month!

Hospitality Guide and Expense Justification Form Updated

Effective immediately, the campus Hospitality Expense Justification form and Hospitality Guide have been updated, specifically for adding our employee meal limit requirement which follows the CSU Hospitality Policy.

The SJSU Hospitality Guide was reorganized for clarity, purpose and to effectively address hospitality-related purchase questions. Hospitality expenses [e.g., food, light refreshments, promotional items] can be incurred for events and activities that support the university’s mission and goals. View the updated matrix for funding guidance. Please refer to the SJSU Hospitality Guide for detailed information on such expenses.   

A completed Hospitality Expense Justification form must be included as backup documentation for all hospitality-related payment and purchase requests [Requisition, Direct Payment, ProCard, Employee/Student Reimbursement, and Petty Cash]. Hospitality Payment requests cannot be processed without the form.