Tag Archives: Travel Authorization

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.

Maintaining Employee Addresses for Reimbursement

To better assist our employees during the reimbursement process, we’re adding a pop-out window in FTS that explains how to update your address in our systems.  This primarily impacts users who receive paper reimbursement checks.  If you still receive paper checks, we highly recommend you sign up for Employee Reimbursement Direct Deposit (not the same as Payroll Direct Deposit) as it is more efficient for receiving payment for your reimbursement requests.

For employees that have signed up for Employee Reimbursement Direct Deposit, the mailing address will not have an impact on their reimbursement, but an outdated address may inadvertently cause confusion. In these cases, you must contact the Supplier Maintenance Coordinator to manually update your address.

Moving forward, you will now see a hyperlink – “Need to update this address?” – under Employee/Student Reimbursements and Travel Authorizations/Reimbursements. This hyperlink will generate a pop-out window with instructions on how to update your address in our systems.  Changes will be reflected in FTS within 3 days.

(Click on images to enlarge)

Figure 1: New Hyperlink on Employee/Student Reimbursement

Screenshot of the Employee Reimbursement Module

Figure 2: New Hyperlink on Travel Authorizations/Reimbursements 

Screenshot of the Travel Authorization Module

Figure 3: New Message for SJSU Address Change

Screenshot of the FTS Pop Out Window