We have implemented changes to FTS Travel Reimbursements to align with the announced changes to Meal and Incidental Expenses [M&IE] Reimbursements, effective January 1, 2024.
What is Changing?
For travel with a departure date on or after January 1, 2024:
- Travel Reimbursements will no longer have fields for Daily Expense or Daily Mileage [see Figure 1].
- Travelers will need to complete the SJSU Employee Travel Claim Worksheet to calculate their Total Daily Expense rate and then enter it into their Travel Reimbursement [see Figures 2 and 3].
- Travelers will need to attach the completed SJSU Employee Travel Claim Worksheet to their Reimbursement as Document Type: Daily Expenses in the File Upload section. This document type is required in order to submit the travel reimbursement for approval [see Figure 4].
For travel with a departure date before January 1, 2024:
Travelers can submit their Travel Reimbursement using the old standard process. The system will automatically determine when the new form is necessary based on departure dates.
Support and Resources
Here are some resources to help with this change:
- Watch a presentation on changes to the FTS travel reimbursement process.
- Watch a presentation on how to fill out the new Travel Claim Worksheet.
- Join us for Finance Open Labs on January 12 and January 26, from 2-4pm, to discuss these travel policy changes and answer any questions you might have. [Link to Zoom meeting]
- The SJSU Travel Checklist has been updated.
- We will be updating the SJSU Travel Guide with new guidance soon.
If you have questions, please contact FinanceConnect at financeconnect@sjsu.edu or the Payment Services Travel Specialist.
Figure 1. Daily Expense and Daily Mileage Detail Lines will be Removed from FTS
Figure 2. New Daily Expenses Field
Figure 3. New Travel Claim Worksheet, with Daily Expense Calculation
Figure 4. New “Daily Expenses” Option in Document Type
