Employee Reimbursement Direct Deposit

In an effort to become more sustainable on and off our campus, Payment Services encourages SJSU employees to enroll in the Employee Reimbursement Direct Deposit. This program is a great way for employees to get their out of pocket business and travel reimbursement electronically deposited to their bank account. Benefits to signing up for direct deposit:

  • You’re saving a tree. Direct deposit is paperless!
  • Payment is faster, reliable and safer than the old check and mail process.
  • Removes the opportunity for your check(s) to be lost or stolen in the mail.

But I’m already receiving my monthly paycheck through Direct Deposit.
Did you know that Employee Reimbursement Direct Deposit is separate from University Personnel’s Direct Payroll Check? If Payment Services doesn’t have your direct deposit information, you will continue to receive reimbursement checks through the mail.

How do I know if I’m signed up for Employee Reimbursement Direct Deposit?
If you currently receive reimbursement(s) by paper check in the mail, then you have not signed up for Employee Reimbursement Direct Deposit. If you’re still uncertain, please reach out to our Payment Services – Supplier Maintenance Coordinator.

How can I sign up for Employee Reimbursement Direct Deposit?
Please fill out our secure Employee Reimbursement Direct Deposit form (DocuSign). Allow approximately 7-10 business days for us to set you up.

If you have any questions, please contact FinanceConnect at financeconnect@sjsu.edu or 4-1558. Thank you.

Changes to the Request for Finance Systems Access

In partnership with Information Technology, we have made modifications to the Request for Finance System Access to better accommodate the needs of our customers.  We hope these changes will improve the user experience, allow for more customized access for our employees, and assist our IT Division in providing timely and accurate access to our finance systems.

One of the noticeable changes is the move away from PowerForms and use of a standard DocuSign Template.  The new form requires a few extra steps (detailed below) but provides users the benefit of tracking progress of their request in DocuSign.

Here is a summary of the changes to the Request for Finance System Access form:

  • The request can be initiated by any SJSU employee, not just the employee requesting access.
  • There are new positions available on the form and the “Other” category is still available.
  • There is a new dropdown field for Division (and College/Unit, if applicable) that allow for conditional review and approval.
  • Levels 1, 2, and 3 have been redesigned:
    • Level 1 is create access only
    • Level 2 includes create and approval access (referred to as create+)
    • Level 3 is approval access only
  • There are new default settings allowing more options for customizing the access request
  • The requester will be able to track the form in DocuSign and monitor it through completion/implementation.

NEW LANDING PAGE:

NEW SUBMISSION PROCESS:

Here are the new steps for initiating a Request for Finance System Access Request:

  1. Follow the link on the Information Technology Security Forms page
  2. Click on the “Use” button
  3. Enter recipients:
    1. Requester
    2. Manager Approval (MPP Only)
    3. Optional CC Recipient; delete this role if it’s not needed
  4. Click on the “Next” button
  5. Click on the “Send” button; please do not modify the template.
  6. The Requester will receive an email prompting action; they will be asked to provide employee information and identify the access level being requested.
  7. The Requester should click on “Finish” after they have completed the fields and uploaded the employee’s training summary.
  8. The following steps remain the same. The document will be routed to each of the listed recipients and will be implemented by CMS Security.

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