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 Products and Services list).

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

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

Vendor Data Std. 204 Form

A supplier must be set-up before a Direct Payment can be created in FTS.

  • In order to comply with State of California regulations, Accounts Payable requires a Vendor Data Record Std. 204 form on file before a supplier can be paid. 
  • To determine if this form is needed, use the supplier lookup feature in FTS. If the supplier does not exist in FTS, the form is required.
  • To have the supplier created, email the completed Vendor Data Record Std. 204 form to vendor-request@sjsu.edu prior to entering the Direct Payment request. In request, provide the following information:

    Supplier Name
    Remittance Address
    Description of Payment
    Payment Amount

  • Allow 3-5 business days for the request to be completed.
  • An email confirmation will be sent to the department requester when the supplier 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 supplier (generally within 5 business days).