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

 

 

Catering Policy

Updates were recently made to the Catering Policy list of approved vendors. Spartan Shops is our recommended and primary vendor to fulfill campus catering needs.

Spartan Shops offers delicious, fresh foods, creative menus, and friendly, professional service. They cater for a wide range of events with options such as box lunches, simple snacks, or just coffee. In addition, they can provide full meals with main courses such as filet mignon and poached salmon.

SJSU requires insurance documentation and health certificates from all caterers that provide on-campus catering services. For this reason, all caterers must be pre-approved by SJSU.

If you have any questions, should Spartan Shops be unable to accommodate your request or if you wish to use a different caterer, please contact Luis Garcia, Contracts & Purchasing Service Buyer, at luis.garcia@sjsu.edu or 4-1559.

Catering Policy: http://www.sjsu.edu/finance/policies_guidelines/catering/index.html

New! Department Organizational Change Guidelines

Over the last several months, the Finance Service Group has worked to improve the organizational structure change process. We are pleased to present our newly created Department Organizational Change Guidelines, designed to assist campus department end users in identifying tasks to complete when a change to their organizational structure occurs. The guideline provides information on identifying appropriate change types, how to request the change, and identifies tasks that may need to be completed once the change is processed.

Along with the guideline, we have a new Organization Change Request form, to submit to the University Budget Office to initiate the change process. We have also developed a Checklist, which includes the contact information and tasks which may need to be completed when an organizational change takes place.

These new resources are available on the Finance website: http://www.sjsu.edu/finance/campus_resources/dept_org_changes/index.htm

If you need assistance, please contact your Budget Analyst in the University Budget Office at 4-1558.