Hospitality Guidelines and Expense Justification Form- Updated

Effective immediatley, the Hospitality Expense Justification form and Hospitality Guidelines have been updated specifically for the addition of an event itinerary/agenda which must be submitted as part of the backup documentation for events attended by SJSU employees only.

 

Please be reminded that a completed Hospitality Expense Justification form is also to be included in your backup documentation for all purchase and payment requests (Requisition, Direct Payment, ProCard, Employee/Student Reimbursement and Petty Cash) for hospitality related expenses. Requests cannot be processed without this form.

 

Hospitality expense (e.g., food, light refreshments, promotional items) can be incurred for events and activities that support the university’s mission and goals.  Allowable hospitality expense is determined by the Fund used to pay for it.  Refer to Hospitality Guidelines for detailed information pertaining to such expenses.

 

Hospitality Guidelines:  http://www.sjsu.edu/finance/policies_guidelines/hospitality/index.html

Hospitality Expense Justification Form:  http://www.sjsu.edu/finance/forms/forms_by_dept/ap_forms/index.html

Printing Services

With the recent announcement of OfficeMax Impress, providing printing products and services, departments now have an expanded choice and ordering flexibility for printing requests. We encourage and remind campus departments to utilize the following preferred options for their printing needs:

 A.S. Print Shop – Official Campus Printing and Copy Services Provider

  • Provides quality printing and copying service to SJSU staff, faculty and students.
  • Easy and fast ordering process.
  • Located on-campus at Hoover Hall.
  • Requesters can provide their department chartfields to charge order to.
  • For more info, visit A.S. Print Shop.

 

OfficeMax ImPress – Off-Campus Preferred Vendor

  • Offers a variety of printing products and services.
  • Full digital on-line ordering process.
  • Quick turnaround time.
  • OfficeMax and ProCard access is required to place orders.
  • For more info, visit  OfficeMax Procurement Pathway.

 

Sierra Office Supply & Printing

  • The university’s primary vendor for SJSU logo stationary: business cards, letterheads, and envelopes.
  • Sierra Office and ProCard access is required in order to place orders.
  • For more info, refer to How to Get Products/Services’ Printing section.

 

Requisition

  • A Requisition is to be submitted in the Financial Transaction Services (FTS) system for the following types of requests:
    • Promotional products such as mugs, t-shirts, and pens.
    • Printing requests that cannot be fulfilled by the above vendors.
  • For more info, refer to How to Get Products/Services’ Printing section.

Create/Update Vendor, Employee, and Student Information in FTS

Whether you have a question regarding a vendor, an address to update, or have a new vendor that needs to be created in order to pay… vendor-request@sjsu.edu is here for you!  Communicate your vendor maintenance needs to us with our new dedicated email address.

Having the vendor ready to select or just updating a vendor address before you create your Direct Payment or Reimbursement request will help reduce delays in processing.  Also, when you review your voucher history in FTS, you will see the vendor’s name and not just a blank space.

We encourage you to use vendor-request@sjsu.edu in order to help us, help you! Please allow 3-5 business days to process requests.

To determine if a vendor or employee/student exist in FTS, use the look-up feature. If they do not exist in FTS, please follow the appropriate instructions below:

Direct Payment to Vendors

  • When requesting goods/services from a new vendor, have them complete the Vendor Data Record Std. 204 form.
  • Before creating the Direct Payment request, send the Vendor Data Record Std. 204 form to vendor-request@sjsu.edu along with the following information:
    • Vendor Name
    • Remittance Address
    • Description of Payment

Reimbursements to Students

  • Prior to creating a Student Reimbursement request, send an email to vendor-request@sjsu.eduwith the following information:
    • Student Name
    • Student ID
    • Mailing Address
    • Description of Payment

Employee or Travel Reimbursements to University Employee

  • If address in FTS is not correct-
    • Did employee change address in HR/SA (MYSJSU) system?
      • If no, then address needs to be updated in HR/SA. Allow 24 hours for the update to be reflected in FTS.
      • If yes, then do you have an Employee Reimbursement Direct Deposit set-up with Accounts Payable?
        • If no, please contact CMS Help Desk for assistance.
        • If yes, please email request to vendor-request@sjsu.edu to update information in FTS because the Direct Deposit set-up will prevent auto updates from occurring.

Intermittent Employees

  • Employees who are active or inactive at different times may or may not be available to select for Reimbursement or to submit Travel.
  • If employee is not in FTS, then please contact vendor-request@sjsu.edufor further assistance and include the following information:
    • Employee Name
    • Employee ID
    • Mailing address
    • Description of Payment