Direct Payment

 

Purpose

Processed through Financial Transaction Services (FTS), the Direct Payment pathway is intended as a method to quickly and easily pay for a specific list of items (see Direct Payment Checklist).

Department Responsibilities
  • Ensuring the item being paid is allowable via Direct Payment. To do so, review the Direct Payment Checklist and the Standard Exclusions list.
  • Contacting the vendor and placing the order or, for such items as subscriptions, obtain order form/renewal notice.
  • Obtaining an invoice from the vendor.
  • Obtaining a Vendor Data Record Std. 204 form
    • To determine if this form is needed, use the vendor lookup feature in FTS. If the vendor does not exist in FTS, the form is required.
    • If the vendor does not exist in FTS, it will need to be created. Please see additional requirements below for details on requesting the vendor setup.
Documentation

Please include the following when completing a Direct Payment request in FTS:

  • Receipt or Other Proof of Payment 
  • Order form (for subscriptions/memberships)
  • Additional Justification (such as a memo of explanation or a Hospitality Expense Justification form)
Additional Requirements
  • In order to comply with State of California regulations, Accounts Payable requires a Vendor Data Record Std. 204 form on file before a vendor can be paid.
  • To determine if this form is needed, use the vendor lookup feature in FTS. If the vendor does not exist in FTS, the form is required.
  • To have the vendor created, email the completed Vendor Data Record Std. 204 form to vendor-request@sjsu.edu prior to entering the Direct Payment request. Please allow 3-5 business days for the vendor request to be completed. An email confirmation will be sent to the department requester when the vendor is available in FTS.
Processing Time

Once all required documentation is received and the request is processes, a check will be issued and mailed to the vendor (generally within 5 business days).