Maintaining Employee Addresses for Reimbursement

To better assist our employees during the reimbursement process, we’re adding a pop-out window in FTS that explains how to update your address in our systems.  This primarily impacts users who receive paper reimbursement checks.  If you still receive paper checks, we highly recommend you sign up for Employee Reimbursement Direct Deposit (not the same as Payroll Direct Deposit) as it is more efficient for receiving payment for your reimbursement requests.

For employees that have signed up for Employee Reimbursement Direct Deposit, the mailing address will not have an impact on their reimbursement, but an outdated address may inadvertently cause confusion. In these cases, you must contact the Supplier Maintenance Coordinator to manually update your address.

Moving forward, you will now see a hyperlink – “Need to update this address?” – under Employee/Student Reimbursements and Travel Authorizations/Reimbursements. This hyperlink will generate a pop-out window with instructions on how to update your address in our systems.  Changes will be reflected in FTS within 3 days.

(Click on images to enlarge)

Figure 1: New Hyperlink on Employee/Student Reimbursement

Screenshot of the Employee Reimbursement Module

Figure 2: New Hyperlink on Travel Authorizations/Reimbursements 

Screenshot of the Travel Authorization Module

Figure 3: New Message for SJSU Address Change

Screenshot of the FTS Pop Out Window

Update to Employee Reimbursement Electronic (EFT) Payment Notifications

Have you noticed a new look and feel to your reimbursement notification? SJSU has migrated to PeopleSoft delivered electronic payment notifications, a CSU wide change as the current custom functionality in CFS will be retired at the end of this calendar year.

A snapshot of the updates is provided below. If you have any questions, please reach out to financeconnect@sjsu.edu.

 

New Old
Sender Email Address: financeconnect@sjsu.edu Accounts@cunprd924.sldc.calstate.edu
Subject Line: Payment Advice Notification Employee Reimbursement
Payment Details:

Payment advice provided as an attachment to the message

Included in the message body

 

 

 

 

 

 

 

 

 

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.