Training and Tutorials

In order to get access to our financial systems, you will need to complete a finance overview course:

• Staff must complete FIN101 Introduction to Finance. Sign up for training
  
  
• MPP Managers and Department Chairs must complete FIN201 Finance Overview for Managers. Sign up for training
  
  
• College and Division Budget Analysts may need to sign up for FIN108 HR Expense Adjustments. Sign up for training

You may also be interested in attending our recommended finance training courses.

After your required training is completed, you must submit a Finance Systems Access Request Form.

You will be prompted to select your desired type of access. There are two options:

• Requester: Allows department staff to create transactions and approve specific types of transactions per the DAAFE guidelines [pdf].
• Approver: Allows managers and department chairs to approve transactions.

Once your approving official has signed the DocuSign form, it will go to CMS Security and they will grant your access to SJSU's finance applications.

If you are responsible for purchasing goods and services for your department, you can request a ProCard.

A ProCard is a credit card that can be used to purchase low cost items, office supplies, conference registrations, and limited services. 

Learn more about the ProCard.

If you expect to travel at least 5 times in a year, you can request a Travel Card. 

A Travel Card is a credit card that can be used to prepay expenses related to approved university travel.

Learn more about the Travel Card.

All employees with financial responsibilities should subscribe to the FinanceConnect Blog to get updates regarding Finance policy and process changes.

1. Go to the FinanceConnect Blog.
2. Look for the Subscribe button on the bottom right of the page.
   
3. Enter your SJSU email address.
4. Click on “Subscribe me!”

Finance and Business Services maintains university policies and guidelines related to financial activities. Employees should refer to the Finance and Business Services' Policies and Guidelines when making financial or purchasing decisions for their department.

Additional resources are available to employees:

1. Review our Finance Tutorials for step-by-step instructions on finance tasks.
2. Attend our Finance Training Courses to gain in depth knowledge about our systems.
3. Attend a Finance Open Lab session for 1-1 assistance with Finance guidelines and processes.
4. Contact FinanceConnect at financeconnect@sjsu.edu or 408-924-1558 for questions about Finance policies/guidelines, processes, or finance applications.

FTS is used for:

• Employee/Student Reimbursement, or Travel Reimbursement voucher request to Payment Services.
• Submitting an authorization to travel for business.
  Transferring budget and expense between chartfields.
• Paying another campus department for services received.
• Approving transfers.
• Adjusting a processed payroll expense.
• Submitting your signed ProCard and Travel Card reconciliation statement to Payment Services.

CFS is used for:

• Checking the status of purchasing or payment request.
• Reviewing and downloading your monthly statement reconciliation for purchases made with the university's ProCard or Travel Card.

CFS Data Warehouse is used for:

• Managing purchase order encumbrances.
• Projecting budget needs with year-by-year expenditure reports.
• Monitoring and reconciling your department’s financial activity.

• Submitting expense reports for employees and non-employees. 
• Requesting business travel and reconciling expenses after the trip.
• Reviewing and submitting ProCard statements

CSUBUY is used for:

• Ordering a variety of tangible items from punchout suppliers including Staples and Amazon. 
• Getting California State University [CSU] negotiated contract pricing on a wide-range of products.
• Submitting a purchase request to Contracts and Procurement Sservices for goods and services.
• Approving a purchase/payment request.
• Requesting a Change Order for an open purchase order or requisition.

• Onboarding new suppliers.
• Providing invoice and payment information to our suppliers.

FIN101 Introduction to Finance

Required for requester role
Sign up for training

This course provides an overview of SJSU policies regarding the departmental acquisition of goods and services and finance management, as well as information about support and services provided by Finance and Business Services.

FIN201 Finance Overview for Managers

Required for approver role
Sign up for training

This course provides an overview of the Approving Official's fiscal role and responsibilities, the financial systems used to request and approve transactions, and finance policies and guidelines.

FIN108 HR Expense Adjustments

Optional for requester role - This access is usually limited to one user within a division/college. 
Sign up for training

This course instructs users on how to correct the chartfields for a prior month paycheck that has been posted within this fiscal year. You cannot get access to create HR Expense Adjustments until you complete this course.

FIN104 Requisition and Vouchers

This course is currently on hold while we update our training materials.

This course explains how to create and submit Requisitions and Direct Payments in CSUBUY.  You can visit the CSUBUY Toolkit for SJSU-specific resources.

FIN106 Finance Data Warehouse

This course provides an introduction to the Finance Data Warehouse, which is used by departments to run financial reports. This course provides instruction and hands-on practice in navigation, creating reports, types of reports, and understanding the information displayed in reports.

FIN107 Budget and Expense Transfers

This course explains when to use expense and budget transfers and demonstrates how to enter transfer journals in Financial Transaction Services [FTS]. 

ProCard/Travel Card Reconciliation Workshop

View ProCard/Travel Card Workshop Schedule

This is an informal drop-in workshop for anything related to the ProCard or Travel Card. The first 30 minutes of the workshop will provide an overview of the reconciliation process. Afterwards, the workshop is open for cardholders to ask questions or seek assistance in completing their reconciliation.

CSU Payment Card Program

This online course is designed by the Chancellor's Office to give Approving Officials an overview of the CSU Payment Card Program, including prohibited purchases, cardholder responsibilties, and approving official procedures.  If you have a ProCard or Travel Card, or if you will be approving these purchases, you are expected to take this course in a timely manner.

Defensive Driving

This online course provides safe driving techniques through video, lecture, test, and personal experience. It fulfills the California State University driver training requirements. All state employees who frequently drive state vehicles should attend and successfully complete the Defensive Drivers Training Program at least once every four years.