SJSU Guest/Candidate Travel in COVID-19

For departments who plan to invite guests/candidates to SJSU:

Please be advised that there is a mandatory directive from Santa Clara County that requires all individuals traveling into Santa Clara County, regardless of transportation method and from a point of origin greater than 150 miles from the County’s borders, to quarantine for at least 10 days after arrival.

In order to meet the County’s directive, we request departments to reconsider inviting guests/candidates to campus. Instead, we encourage the use of other meeting options such as Zoom.  More detailed information regarding the Santa Clara County’s mandatory directive can be found on their Public Health site.If you have any questions, please contact FinanceConnect at financeconnect@sjsu.edu or 408-924-1558.

Adapted Travel Process for Presidential Approval

To Administrators and Analysts:

COVID-19 related travel restrictions from the President’s & Chancellor’s Office’s level now requires all essential travel be approved by the Office of the President.

The Payment Services team collaborated with the President’s Office and the Divisions to develop the process outlined below.  This process includes a new Google form to facilitate the Office of the President approval and complements the existing Travel Authorization approval process in FTS.

This adapted process is as follows:

  1. Traveler or Department Admin/Analyst submits the Travel Authorization in FTS.
  2. The authorization will go through the normal approval process in FTS.
  3. Traveler notifies the Department Admin/Analyst of approved Travel Authorization (if applicable).
  4. The Department Admin/Analyst enters the traveler’s trip information in their Division’s Travel Form – Adapted Process for Presidential Approval:
    Academic Affairs Travel Form
    Admin & Finance Travel Form
    Research and Innovation Travel Form
    Office of Diversity Travel Form
    University Advancement Travel Form
    Student Affairs Travel Form
    President’s Office Travel Form
    IT Travel Form
  5. The submitted form will notify the Division Head of the Travel Authorization who then notifies the President’s Office for an approval.
  6. The President’s Office approves or denies the travel to the Division Head.
  7. The Division Head will inform the department of the decision.

If you have any questions, please contact the Jasmine Velazquez in Payment Services at jasmine.velazquez@sjsu.edu or 408-924-1674.

 

 

Asset Services: Tracking University Property for Home Use

With the majority of the campus working from home during the COVID-19 Shelter in Place, Asset Services has created a simple Google Survey to track the University property that is being used by our staff and faculty at home. In addition to using the Property Check Out Policy/Authorization form, departments can follow the instructions below to save their own versions of the equipment survey to help keep track of who has what equipment.

1)  Click on Telecommuter Equipment Survey folder in Google Drive.

2)  Right-click on the “Telecommuter Equipment – *Enter Department Name*” file and create a copy which should automatically save in your My Drive.

3)  Go to My Drive, locate the file and right-click on it to rename it by removing “Copy of” and adding your department name to replace this text… *Enter Department Name*.

4)  Double-click to open the file. In the first line of text under the title, add your contact information for department-related questions.

5)  To protect the original document, the existing questions/fields cannot be changed; however, new questions can be added anywhere in the form.

6)  Next, to know when respondents submit their surveys, click on “Responses,” then the 3 vertical dots next the green Google Sheets icon and select “Get email notifications for new responses.”

7)  Click Send.
a. Enter individual email addresses or if you have a distribution list, enter that name.
b. Add a personalized message if desired. Check “Include form in email” to save time for your respondents.
c. Click Send.

8)  When responses come in, return to the survey and click on Responses.

9)  Click on the Google Sheets icon to create a spreadsheet of the collected data. The default file name will be your survey name with “(Responses)” added to the end, hit save. The spreadsheet will be located in your Google drive. Format spreadsheet as desired.

10)  As new responses come in, repeat steps 7 and 8.

If you have any issues or questions about how to use the survey or access your Google Drive, please contact Sonja Bowsky, the Distribution and Asset Services Manager, at 408.924.1592 or sonja.bowsky@sjsu.edu and she will be happy to assist.