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 email@example.com 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
As we shared in our recent Fall What’s Up, important changes to CSU Travel & Business Expense Policy are coming. The changes will impact all business travel starting on January 1st, 2024.
Reimbursable meals during domestic travel are based on federal GSA rates. Said reimbursements must be associated with an overnight stay. Provided the expenses do not exceed $75, per diem does not require a receipt. The daily per diem for domestic travel ranges from $59 – $79, based on the location and cover daily meals and incidental expenses. Updates to both the SJSU Travel Guide and FABS website will be shared with the campus in January 2024.
While we work to modify FTS to support the policy changes, all travel reimbursements require the following spreadsheet to be completed and attached to all Travelers Reimbursement Claims.
The CSU Chancellor’s Office created a Travel Claim spreadsheet that automatically loads the daily rates, less the meals provided, for ease in processing. The spreadsheet is designed to assume max per diem is due to the traveler per day, provided it is not the first or last day of travel and there is an overnight stay. First and last days of travel only receive 75% of the per diem totals.
Changes to FTS, Training, and Open Labs will be announced in early January. Please stay tuned! If you have questions, please contact FinanceConnect at firstname.lastname@example.org or contact the Payment Services Travel Specialist.
Update 9/27/2023: For clarification, departments no longer need to submit the Travel to Banned States Form for any domestic travel for trips that occurred on or after September 14, 2023.
Governor Newsom signed SB 447 on September 13, 2023 repealing AB 1887, the state travel ban.
Effective immediately, state funds may be used for travel to all states. If the travel occurred prior to September 13, 2023, departments will need to ensure that non-state funds are used for reimbursement. However, if the travel occurred September 14th or later, state funds may be used. Please share this message with any staff or faculty you feel may benefit from this information.
If you have any questions, please contact FinanceConnect at email@example.com or Payment Services, An Le at firstname.lastname@example.org or 408-924-1572.
AB 1887 – SB447 Amendment
CA State Legislature Page for SB447
SB447 – PDF