SJSU Travel Guide – Revisions Released September 20, 2017

The current revisions to the Travel Guide (http://www.sjsu.edu/finance/docs/travel_guide.pdf) are intended to further clarify trip information required to facilitate and to help ensure, the proper review and approval of university business travel expenses.

The revised requirements are effective as of the release date, September 20, 2017, however, Accounts Payable will not begin enforcing the changes until October 1st.  Please use this time to begin sharing this information with travelers, requestors, reviewers, approvers, and any others who would be interested in these changes, as summarized in the following table:

Section(s) Revised Summary of Revision(s) Travel Document Type Revision Date

Page 5 – Responsibilities

Traveler Responsibilities

Additional requirements or clarification:

  • Clearly state business purpose and inclusive trip date range.
  • Conference/meeting agenda.
  • “Business meeting” must identify who with and for what purpose.
  • Personal time added onto a business trip must be identified.

Travel Authorization

 

Travel Reimbursement

9/20/2017

 

Page 12 – Rental Cars

 

Text added to require business justification for any rental vehicle upgrades. Travel Reimbursement

9/20/2017

 

Page 25 -Appendix E

Out of State Domestic Travel Restriction

Text added to address effective date when states are added to the DOJ restricted list; current list of states shown alphabetically.

9/20/2017

 

 

Restricted Travel Update

The California State Attorney General announced the addition of four states to Assembly Bill 1887, the law restricting the funding or sponsoring of state business travel to states with discriminatory laws.  San Jose State University (SJSU) will use the announcement date of June 22, 2017 to put into effect the travel restrictions to the additional states.  The new states are:

  • Alabama
  • Kentucky
  • South Dakota
  • Texas

The original four states are:

  • Kansas
  • Mississippi
  • North Carolina
  • Tennessee

Background

As of January 1, 2017, the CSU Travel Policy and Procedures has been revised to comply with Assembly Bill 1887, which added Section 11139.8 to the Government Code relating to discrimination and was approved by the governor in September, 2016.  As a result of this  law, it has been determined that SJSU and its auxiliaries, will be restricted from requiring employees to travel to certain states, and are prohibited from approving funding or sponsoring travel to those states with laws enacted to void or repeal discrimination protections, or, to authorize or require discrimination.

Exceptions to the prohibitions that may be granted, and of note to SJSU and its auxiliaries, include the following (see SJSU Travel Guide for the complete list):

  • To meet contractual obligations incurred before January 1, 2017.
  • To participate in meetings or training required by a grant or required to maintain grant funding.
  • For the protection of public health, welfare, or safety, as determined by the CSU or other state agencies.

The list of affected states is maintained on the California State Attorney General website, State of California Department of Justice.  Travelers and approvers are required to check the website when planning out-of-state travel.

If you have any questions, please contact:

  • Gail Finney, Director, Finance Support at 408-924-1683 or by email gail.finney@sjsu.edu
  • FinanceConnect at 408-924-1558 or by email financeconnect@sjsu.edu

References

FTS Enhancement – Travel Module

The File Upload section in the FTS Travel module has recently been enhanced as part of our future plans to migrate support documents for Travel requests to OnBase, our new imaging system.

Similar to Requisition and Voucher file uploads, users can now select a document type from a dropdown list to identify the attachment. Currently, however, the file document type selected is a behind-the-scenes identifier and will not be noticeable to users in FTS until the travel document migration to OnBase takes place.

Please note, users are not required to save travel documents in separate files but the option to identify the document will be useful in the future, when searching for and reviewing files.  The generic, “Backup Documents”, can be used for files that include various document types.

If you have any questions, please contact FinanceConnect at financeconnect@sjsu.edu or 4-1558.

Travel Snapshot 1:  File Upload section.

Travel Snapshot 2:  Document Type selection.