Tag Archives: GoCard

New! Paperless Submission Process for ProCard/GoCard Statement Reconciliation

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.

To assist users with the new submission process, we have updated the ProCard/GoCard Reconciliation process guide, scheduled additional Finance Open Lab sessions, and prepared a video tutorial on using DocuSign for signatures. If you have any questions, please contact Finance Support at financeconnect@sjsu.edu or 4-1558.

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.

FTS Other Module

 

 

 

 

 

 

Figure 2:  Video Tutorial on Using DocuSign for ProCard/GoCard Statement

 

University Travel – Enterprise Rental Car Policy Update

Enterprise Car Rental has made a change to the vehicle pick up process for State rentals. In addition to a valid California Driver’s License, travelers are now required to show a second form of identification when picking up a rental vehicle from Enterprise. This second form of identification serves to verify the traveler’s association with the state.

University travelers should be prepared to present their Tower ID card or SJSU business card when renting a vehicle from Enterprise. An authorization letter on San José State letterhead identifying the traveler and approving the individual’s use of Enterprise car rental services is also acceptable. Should the traveler not be able to provide identification which proves association with San José State, Enterprise will not honor the discounted state rental rate and may require the traveler to provide their own credit card for payment.

This policy update is applicable to all reservations made with Enterprise, including those made through the university’s official travel agency, Travel Consultants, or the university GoCard.

Important Travel Policy Change – Maximum Limits for Reimbursing the Cost of Lodging

The CSU has implemented a maximum lodging rate of $175 per night, excluding taxes, for in-state and out-of-state travel, including Alaska, Hawaii, and US possessions. This rate is effective for business travel occurring on or after April 1, 2013. Rates in excess of this amount must be pre-approved by a campus vice president or designees in accordance with the campus approval process, and must include the business purpose for the necessity to stay within certain facilities.

Why are we doing this?

The Bureau of State Audits has recommended on behalf of the California State Auditor that the California State University establish maximum limits for reimbursing the cost of lodging and provide guidelines that allow for exceptions to such limits only under specific circumstances.

How will approval be handled at San José State?

In order to utilize our existing travel authorization process in Financial Transaction Services (FTS) and avoid changes to existing travel approval structures, all campus AVPs have been delegated authority to approve lodging rates in excess of the $175 per night limit for all travel within the state of California; out-of-state travel currently requires the approval of the appropriate Vice President, so no change is required.

When submitting the Request for Authorization to Travel, the traveler must identify lodging rates exceeding the established $175 per night limit in the Additional Trip Details field, and provide explanation/justification for the higher rate. When routed for approval, the designated AVP/VP will need to review the Additional Trip Details field to verify the justification is appropriate.

All university travelers with trips occurring on or after April 1, 2013 that received authorization prior to the policy change and have lodging in excess of the established rate limit, will be required to upload documentation indicating AVP approval when submitting the Reimbursement request.

Please be aware that the established lodging limits do not apply to travel funded through Auxiliary Organization funds.

The SJSU Travel Guide will updated shortly to reflect these changes.