Category Archives: Travel

New DocuSign Templates for Non-Employee Travel Authorization

We are excited to announce the release of two new DocuSign templates:

These forms feature conditional approval routing, making the initiation process more efficient. The first form is designed for use by all divisions [excluding Academic Affairs.] The second form is designed specifically for Academic Affairs. Please select the appropriate form based on the division of the sponsoring department.

Additionally, we have updated the Non-Employee Travel Reimbursement Form, adding an “Amount Approved” field [screenshot below]. Since we periodically update our forms, please ensure you are using the latest version to avoid any processing delays. Do not use saved copies.

Non-Employee Travel Requests are intended for individuals who have traveled on behalf of SJSU for business purposes and are seeking reimbursement.

If you have any issues or questions, please contact the Travel Specialist, An Le.

 

Change to Lodging Rate

The maximum lodging rate has been increased from $275 to $333 per night, excluding taxes, for in-state and out-of-state travel, including Alaska, Hawaii, and US possessions. This rate is effective for business travel occurring on or after April 18, 2024. Rates in excess of $333 must be pre-approved by a campus vice president or designees in accordance with the campus approval process, and must include the business purpose for the necessity to stay within certain facilities.

Pleaser refer to Travel for more information.

Changes to Travel Reimbursements in FTS

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:

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

Daily Expense and Daily Mileage Detail Lines will be Removed from FTS

Figure 2. New Daily Expenses Field

New Daily Expenses Field

Figure 3. New Travel Claim Worksheet, with Daily Expense Calculation

New Travel Claim Worksheet, with Daily Expense Calculation

Figure 4. New “Daily Expenses” Option in Document Type

New “Daily Expenses” Option in Document Type