Tag Archives: ProCard

Hospitality Guide and Expense Justification Form Updated

Effective immediately, the campus Hospitality Expense Justification form and Hospitality Guide have been updated, specifically for adding our employee meal limit requirement which follows the CSU Hospitality Policy.

The SJSU Hospitality Guide was reorganized for clarity, purpose and to effectively address hospitality-related purchase questions. Hospitality expenses [e.g., food, light refreshments, promotional items] can be incurred for events and activities that support the university’s mission and goals. View the updated matrix for funding guidance. Please refer to the SJSU Hospitality Guide for detailed information on such expenses.   

A completed Hospitality Expense Justification form must be included as backup documentation for all hospitality-related payment and purchase requests [Requisition, Direct Payment, ProCard, Employee/Student Reimbursement, and Petty Cash]. Hospitality Payment requests cannot be processed without the form.

New Supplier Option

Your Strategic Sourcing Team has solutions for you.

Do you not have a Procard? Does the vendor only take credit cards? Do you need to make a transaction that is not allowed on ProCard? We can help. Payment Services has created a new supplier ID option. The new option is:

Supplier ID# 0000046418  –  Supplier CREDIT CARD ONLY

This option can be used for any of the following situations:

    • Supplier only allows payment by credit card and you/your department do not have a ProCard.
    • Credit Card payment required for purchase, but not allowable on department ProCard due to ProCard restrictions.
    • Your Procard has reached its limits and a new purchase is needed utilizing a Contracts and Procurement ProCard.
    • Your purchase is over the established ProCard limits and is a credit card only purchase.
    • Subscription of online services with TRIA approval which is required by the vendor to be paid with a credit card.
    • Website services for renewal without authorization.
    • A Strategic Sourcing Team member has instructed you to submit a request via this method.

Q:  When not to utilize this option?  

A:  When the ProCard Guidelines indicate the purchase is allowable and within your ProCard limits. 

​Using the Supplier ID# 0000046418  –  Supplier CREDIT CARD ONLY will allow a faster requisition entry, eliminate the need for a vendor profile, and ensure your credit card requisitions are handled promptly.

Contracts & Procurement Team members will review requisitions and determine if the request is allowable in accordance with the Procure to Pay Guidelines and CSU policy. Should you have any questions, please contact strategicsourcing-c-ps@sjsu.edu for assistance.

Procurement to Payment Services

Dear Campus Community,

In response to the heightened restrictions surrounding the COVID-19 outbreak, the Procurement to Payment Services team would like to ensure you we remain available to you to fulfil your needs.

Procurement

Should you need to purchase supplies, please continue to enter requisitions. This is especially recommended for items that require shipment to individual homes and will need to be tagged as University property.

If you need to purchase an item immediately, please work with your department ProCard holders to facilitate purchases. Please be advised that orders initiated in the Campus Marketplace cannot be redirected to your home.

ProCard holders should follow normal ProCard protocols for the purposes reconciliation. For items purchased in response to the COVID-19 outbreak, please make sure you are using the class code below in your reconciliations.

  • Class Code: 4716 Coronavirus COVID-19 Incident

Payments

At this juncture, check runs will be done once a week, on Thursdays. Please continue to submit invoices for payment to ensure continuous payment to our suppliers. Many of them will be facing financial challenges during this time.

Should you have any questions, please contact Finance Support at financeconnect@sjsu.edu and they will direct your request accordingly.