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for Employee Reimbursement Direct Deposit, the mailing address will not have an impact on their reimbursement, but an outdated address may inadvertently cause confusion.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
Figure 2: New Hyperlink on Travel Authorizations/Reimbursements
Figure 3: New Message for SJSU Address Change
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 firstname.lastname@example.org or Payment Services, An Le at email@example.com or 408-924-1572.
AB 1887 – SB447 Amendment
CA State Legislature Page for SB447
SB447 – PDF
Payment Services has made improvements to the Travel Lodging approval process.
CSU has a nightly lodging limit of $275 per night (excluding taxes and fees). SJSU has updated its policy to allow Associate Vice Presidents and College Deans to pre-approve any lodging rate over the allowed limit. Documented pre-approval of any rates exceeding the $275 per night limit should be documented through our newly established Maximum Lodging Limits Justification DocuSign form. The form can be found in the Forms Page of our website.
FinanceConnect has updated the Delegation of Authority for the Approval of Financial Expenditures Guidelines (DAAFE) to include Travel Lodging approval requirements.
For additional information, please refer to the SJSU Travel Guide. If you have questions, please contact FinanceConnect at firstname.lastname@example.org or 4-1558.