Economy Class Fares and Upgrades

Airlines are increasingly offering stripped-down economy class airfares by removing such amenities as assigned seats and the ability to bring carry-on baggage. SJSU’s Travel Guide states, “Transportation by scheduled airlines shall be allowed at the lowest fare available at time of booking.” If a traveler has a business reason for purchasing other than the lowest fare available, that reason should be noted in the FTS reimbursement document where Approving Officials can easily see it – preferably in the “Additional Trip Details” field. If the business reason for an upgrade is indicated in the FTS reimbursement request, approval of the request by an Approving Official indicates approval of the upgrade. If the business reason for an upgrade is not indicated in the reimbursement request, Finance will ask the traveler for a justification, and may refer weak cases back to the Approving Official for review.

Travelers are responsible for the cost of unapproved upgrades. If the purchase was made via a GoCard, the traveler will be asked to reimburse the University.

Travelers may elect to upgrade their seats using personal resources. If not handled as a separate transaction, the FTS reimbursement request should include only the base fare amount.

New Moving and Relocation Guide

The “Moving Regulations” section of the SJSU Travel Guide has been removed and now exists as a separate, Moving and Relocation Guide.  The guidelines have been updated to include more clearly defined approval requirements with $ amount thresholds. Also, the “Reportable and Taxable Expenses” section has been re-labeled as “Taxability of Moving and Relocation Expense Reimbursements”, and reflects the change in taxability due to the tax reform bill enacted on December 22, 2017, and effective January 1, 2018.

If any questions, contact Finance Support at financeconnect@sjsu.edu or 4-1558.  Please forward this message to any staff or faculty you feel should be notified.

 

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