CSU Travel Policy Revision – Effective January 1, 2017

As of January 1, 2017, the CSU Travel Policy and Procedures will be revised to comply with Assembly Bill 1887, which added Section 11139.8 to the Government Code relating to discrimination and was recently approved by the governor.  As a result of this new law, it has been determined that San Jose State University 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.  A current example of a state subject to these travel prohibitions is North Carolina, which earlier this year, passed a law preventing local governments from passing anti-discrimination rules to grant protections to gay and transgender people.

Exceptions to the new travel prohibitions of note to SJSU and its auxiliaries include the following (see SJSU Travel Guide for 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 complete list of affected states will be maintained on the California State Attorney General’s 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 4-1683 or gail.finney@sjsu.edu, or FinanceConnect at 4-1558 or financeconnect@sjsu.edu.

References (updates may not be available until January 1, 2017):

Assembly Bill 1887: http://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=201520160AB1887

Assembly Bill 1887- Frequently Asked Questions: https://csyou.calstate.edu/Policies/icsuam/Documents/3000/CSU-Travel-AB-1887-faq.pdf

California State Attorney General: https://oag.ca.gov/ab1887

CSU Travel Policy: https://csyou.calstate.edu/Policies/icsuam/Pages/3601-01.aspx

SJSU Travel Guide: http://www.sjsu.edu/finance/docs/travel_guide.pdf

Changes to the Mileage Reimbursement Rate

Effective 1/1/16, the CSU adjusted its mileage reimbursement rates to reflect the new IRS rates. The mileage rate changes for business travel occurring on or after January 1, 2016 are as follows:

  1. The standard mileage rate has decreased to 54 cents per mile from 57.5 cents per mile.
  2. Miles driven for moving purposes will be reimbursed at 19 cents per mile, down from 23 cents per mile.

The FTS Travel module reflects the standard mileage rate appropriate to the date(s) the mileage was incurred. If you have any questions, please contact FinanceConnect at ext. 4-1558 or financeconnect@sjsu.edu .

CSU Travel Policy and Procedures Update

The CSU Travel Policy and Procedures have been revised. This is effective for travel occurring on or after January 1, 2016. Below are changes to be aware of:

  • Receipts are required for individual expenses of $75.00 or more. This is an increase from the previous $25.00 requirement. Actual meal expenses remain reimbursable up to $55.00 per day.
  • Nightly lodging limit has been increased to $275.00 per night (excluding taxes and fees).  Any rate over allowed limit requires pre-approval by a campus vice president or their designee.
  • The time to process travel reimbursements has been extended from 30 days to 60 days after the completion of a trip. This complies with IRS guidelines.
  • University funds are now allowable for reimbursement of spouse or registered domestic partner travel expenses when significant other’s presence serves a bona fide University business purpose.

As with all CSU policies and procedures, individual campuses, if desired, may adopt more restrictive guidelines and procedures than the minimum requirements of the CSU.  San Jose State will continue to require pre-approval for domestic travel for university employees utilizing the online Travel Authorization system (FTS).

For additional information or questions, please refer to the SJSU Travel Guide (PDF). If you have specific questions, please contact FinanceConnect (financeconnect@sjsu.edu or 4-1558) or Travel Specialist, Maggie DeLaMere (margaret.delamere@sjsu.edu or 4-1572).