Finance & Business Services is pleased to announce that Kim Gamblin has accepted the position asAssociate Director of Accounts Payable. Kim has an extensive career in accounts payable management for both public and private businesses and has been a Spartan for the past eight years.
Kim will be directing the Accounts Payable team on behalf of San Jose State University with a focus on service, efficiencies, and innovation. Kim joined San Jose State University in 2012 and has had successively responsible roles including her most recent as the interim Associate Director. Prior to joining the university, she spent ten years as the Accounts Payable Manager for a local water industries company. She is well versed in higher education accounts payable trends, procard management, and staff leadership. Her skills and experience will benefit the campus and departments as we work together on effective utilization of our resources.
Please congratulate Kim Gamblin on her new role within Finance & Business Services.
Thank you to all the Cardholders who submitted their completed ProCard/GoCard Statement Reconciliations using the new paperless submission process. We hope you had a positive experience in submitting the reconciliation.
To improve Cardholders’ experience for future submissions, below are some helpful tips:
Unless the file size is greater than 10MB, please consolidate your itemized receipts and backup documentation into one file. Do not create a file for each type of documentation.
Save ProCard/GoCard Statement in a file separate from the one with itemized receipts/backup documents.
The ProCard/GoCard invoice number, invoice date, and cardholder’s name and EmpID can be found at the top section in the card statement. (Refer to Figure 1)
When filling out the ProCard/GoCard submission form in the FTS portal, the name and contact information of the cardholder will populate in fields when their EmpID is entered. If they do not, then check the Employee ID to ensure it was entered correctly.
Cardholders and Approving Officials must provide electronic signature on the statement using DocuSign. Scanned documents with wet signatures will be returned to Cardholders for proper submission.
We are proud to announce the ProCard and GoCard process has gone completely paperless!
What’s new?
ProCard and GoCard statements are to be signed by the Cardholder and forwarded for review and approval to Approving Official in DocuSign.
Cardholders are to save their documentation in two files: (1) the DocuSigned statement and (2) all required itemized receipts and backup documentation.
The completed and signed ProCard/GoCard Statement and itemized receipts/backup documentation files are now to be submitted by Cardholder via FTS. Look for the new module “Other”. FTS is now ready to accept February submissions.
The benefits of using this new FTS portal:
It is open to all university employees so there is no need to request access to it.
Cardholders will no longer scramble to get their reconciliation into the Accts. Payable Office by the deadline (especially timely because we have moved off campus). A confirmation email will be sent to the submitter when a reconciliation submission is completed in the portal.
An easy submission process. All the information needed to complete the FTS form can be found in the statement.
In an effort to put everything in one place, we have also added PO Change Order Requests and e-Invoices to the new FTS module “Other”.
ProCard/GoCard holders will continue to:
Meet Accounts Payable’s timeline for completing the reconciliation.
Complete their statement reconciliation in CFS.
Organize the itemized receipts and backup documentation in the order transactions appear in the statement.
Forward reconciliation to Approving Official for review and DocuSign signature.
We would like to thank our IT partners, especially Leon Nguyen, for helping us achieve this major milestone in the effort to make all of our business processes paperless.
Figure 1: New module “Other” in FTS. Click on the image to enlarge.
Figure 2: Video Tutorial on Using DocuSign for ProCard/GoCard Statement
