Modifications were made to FTS Travel Authorization-
Added New Traveler’s University Affiliation Type: “Student Employee”
The majority of SJSU students do not have access to use the FTS Travel module. Access to the system is allowed for active employees and POI-Others only, verified by FTS using HCM data. However, students employed by the university as Student or Graduate Assistants are “active employees” and therefore do have access to FTS and the Travel module. For those few students who find they can, and choose to use FTS Travel (instead of the paper Travel Authorization and Travel Reimbursement forms), they can now identify their university affiliation as “Student Employee”.
Please note: We strongly advise having a Requester create the Travel Authorization for the student traveler to ensure the appropriate DeptID and funding chartfield are used. This allows both the Traveler and the Requester the ability to complete or update the Travel Authorization and Travel Reimbursement. The Traveler is always required to complete the “Submit for Approval” step themselves.
Created New Section: “Funding Source”
In the Travel Authorization, travelers will sometimes select the Travel Type, “Business Related” and then are unable to select the “Travel Paid by Non-University Funds” option as well when appropriate. Not identifying the funding source correctly can cause confusion when insurance is required to be purchased by the appropriate entity, and also, a Travel Reimbursement is created that will never be used for State funding.
By creating a “Funding Source” section in the Travel Authorization, this will allow travelers to select a Travel Type and indicate the appropriate funding source. The “Travel Paid By University Funds” is the default funding source; the “Travel Paid By Non-University Funds” must be selected when appropriate.
Please forward this message to any staff or faculty you feel should be notified. If there are any questions, contact Finance Support at firstname.lastname@example.org or 4-1558.
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 email@example.com or 4-1558. Please forward this message to any staff or faculty you feel should be notified.