About PASS | News | For Faculty & Staff | For Vendors & Contractors | Forms | home

 


Breaking News: Online Travel Reimbursement Processing

Date: 08/29/07

As you may have heard, we went live with new functionality in the Finance Web Component for processing Travel Reimbursements. Tthe go-live date was Tuesday, August 28. We will allow departments to submit paper Travel Expense Claim (TEC) forms for a period of time (approximately 3 months). ln January 2008, (projected date) all employee TEC's will be required to be submitted via the online process. The only exception to this would be for candidate, or guest travel reimbursement.

Training

Training is required for anyone who will need to complete a Travel Reimbursement online. Please see the Business Process Guide for this functionality. It can also be found under Job Aids inside Synaptis, or found on the CMS web site.

Online training is available via Synaptis. The course you need to complete is FIN-FWCOL3-Travel Reimb WBT. If this will be your first web-based training course via Synaptis, you will need to register first - the system will send you a password.
Once logged in, you will set up your profile, including your Employee ID and departmental information. If you have any difficulties getting registered, or do not see the course once logged in, please contact the CMS Help Desk for assistance (cmshelp@sjsu.edu). The course should take about 45 minutes to complete. You must complete the course with an 80% or better in order to obtain access to the Travel Reimbursement functionality.

Requesting Access

Once you have completed training, please submit the CMS System Access Request Formto request access to the new functionality. Individuals only needing to approve reimbursements created by other individuals will not be required to take training but, will still need to request the access. The updated access form should be completed electronically. Print and sign the form; obtain your manager's signature and submit the form to the CMS Security Team.
The access you should request is in the Finance Web Component section on page 2 of the form and is detailed below:

Travel Reimbursement - checking this box provides access to create travel reimbursements
Travel Reimbursement Approval - checking this box provides access to approve travel reimbursements (for academic departments, this is the first of two levels of approval) - you will not be allowed to approve a reimbursement to yourself
Dean's Level Approval - this box should be checked only by the dean or the dean's designees for the second level of approval on the academic side
VP Level Approval - this box should be checked only by the VP/Provost or the VP/Provost's designees for approval of international travel

Please make sure to include all deptids you will need access for this functionality. If there is no change to the deptids you currently have access to in the Finance Web Component, please indicate "no change to current dept security" in the DeptIDs Requesting Access To field.

Assistance

Due to the addition of this new functionality, we have modified the overall security scheme in the Finance Web Component. If you experience any trouble with your access once this change is made, please let CMS know and they will remedy the situation.
If you have any questions, concerning this new process, please don't hesitate to contact either the Travel desk at 4-1680 or Bonnie King at 4-1683.

Return to Breaking News

 

 

Norma Lorigo, C.P.M., Director
Procurement and Support Services

San José State University
One Washington Square
San José, CA 95192-0047
408.924.1560 | contact us

Located in Clark Hall 500
Hours: 8:00AM to 12:00PM
1:00PM to 5:00PM
campus map