Tag Archives: ProCard

ProCard Purchases- Delivery Address for Packages

With departments making more purchases with their ProCard, Distribution Services has seen an increase of packages arriving in their area each day. To ensure your ProCard purchase is accurately and successfully delivered to your department, the Cardholder must instruct the merchant to have the following information on their address label/packing slip:

San Jose State University

Attn: Cardholder’s Name and Department

129 South 10th St.

San Jose, CA 95192-xxxx (ordering department’s extended zip)

Thank you for your cooperation.

Requisitions for Products that Qualify to be Purchased with the ProCard

 

Finance Service Group acknowledges campus departments are working hard to complete year-end challenges.  We greatly appreciate your efforts in helping us meet our fiscal year-end deadlines.

When we presented the fiscal year-end schedule to employees at our What’s Up? Finance event back in April 2013, we asked you to be mindful of our processing time for completing requests.  In addition, we mentioned all Procurement Card charges posted after the May billing cycle would be expensed out of next fiscal year 2013-14.

At this time, Contracts & Purchasing Services has been inundated with requisitions for products that meet the criteria for purchase on the ProCard.  We are requesting  departments to refrain from submitting a requisition to Purchasing Services for such products.  Requestors who have submitted requisitions for items that should be purchased with the ProCard will be notified by the Buyers via email that their requisition will be cancelled and to proceed with the purchase using the ProCard.  This practice is not new and has been in place since last fiscal year.

Thank you for your cooperation.

Resources

Fiscal Year-End 2012-13 Schedule:  http://www.sjsu.edu/finance/financeconnect/presentations/index.html

Procurement Pathways:  http://www.sjsu.edu/finance/financeconnect/resources/pathways/index.html

 

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