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1. Complete end user training.
   • Please contact the CMS Help Desk at 408-924-1530 to schedule a training session.
2. Check the list to confirm the item(s) you need are eligible for the Direct Payment Voucher process.
   • To review the list, see Direct Payment Checklist.
3. Contact the vendor and place your order (or, for items such as subscriptions, obtain order form/renewal notice).
   • Instruct the vendor to send the invoice to your attention as follows:
     • SJSU
       (Your Name/Department Name)
       129 South 10th Street
       San Jose, CA 95192-(extended zip)
4. Obtain Vendor Data Record Std. 204 (pdf) from vendor, if applicable
   • In order to comply with State of California regulations, Accounts Payable requires a Vendor Data Record Std. 204 form on file before vendor can be paid.
   • Requesting department is responsible for obtaining the Vendor Data Record Std. 204 form from new vendors.
   • To determine if this form is needed, use the vendor lookup feature in FTS. If vendor does not exist in FTS, then the form is required.
5. Gather the required information:
   • Invoice
   • Justification (if required)
   • Receipts
   • Order form (for subscriptions)
   • Vendor Data Record Std. 204 form from vendor, if applicable
6. Enter the Direct Payment Voucher in the SJSU Financial Transaction Services.
   • For detailed instructions on entering a Direct Payment Voucher, visit MySJSU Finance Help for Department Finance Users. Note: Detailed user guides for Financial Transaction Services are temporarily unavailable. For assistance, please contact the CMS Help Desk at 408-924-1530.
   • Any Direct Payment support documentation should be uploaded in Financial Transaction Services when initially submitting the direct pay. For help uploading support documentation, please contact the CMS Help Desk at 408.924-1530.
7. Have your Approving Official electronically approve the Direct Payment Voucher.
   • Status will be approved.
   • The next day, status will be distributed.
8. Once all required documentation is received and the voucher is processed, a check will be issued and mailed to the vendor.
   • For more information, see Order Status & Timelines.