FTS Travel Module Enhancements

Modifications were made to FTS Travel Authorization-

Added New Traveler’s University Affiliation Type:  “Student Employee”

The majority of SJSU students do not have access to use the FTS Travel module. Access to the system is allowed for active employees and POI-Others only, verified by FTS using HCM data.  However, students employed by the university as Student or Graduate Assistants are “active employees” and therefore do have access to FTS and the Travel module.  For those few students who find they can, and choose to use FTS Travel (instead of the paper Travel Authorization and Travel Reimbursement forms), they can now identify their university affiliation as “Student Employee”.

Please note: We strongly advise having a Requester create the Travel Authorization for the student traveler to ensure the appropriate DeptID and funding chartfield are used. This allows both the Traveler and the Requester the ability to complete or update the Travel Authorization and Travel Reimbursement. The Traveler is always required to complete the “Submit for Approval” step themselves.

Created New Section: “Funding Source”

In the Travel Authorization, travelers will sometimes select the Travel Type, “Business Related” and then are unable to select the “Travel Paid by Non-University Funds” option as well when appropriate.  Not identifying the funding source correctly can cause confusion when insurance is required to be purchased by the appropriate entity, and also, a Travel Reimbursement is created that will never be used for State funding.

By creating a “Funding Source” section in the Travel Authorization, this will allow travelers to select a Travel Type and indicate the appropriate funding source.  The “Travel Paid By University Funds” is the default funding source; the “Travel Paid By Non-University Funds” must be selected when appropriate.

Please forward this message to any staff or faculty you feel should be notified.  If there are any questions, contact Finance Support at financeconnect@sjsu.edu or 4-1558.

New Moving and Relocation Guide

The “Moving Regulations” section of the SJSU Travel Guide has been removed and now exists as a separate, Moving and Relocation Guide.  The guidelines have been updated to include more clearly defined approval requirements with $ amount thresholds. Also, the “Reportable and Taxable Expenses” section has been re-labeled as “Taxability of Moving and Relocation Expense Reimbursements”, and reflects the change in taxability due to the tax reform bill enacted on December 22, 2017, and effective January 1, 2018.

If any questions, contact Finance Support at financeconnect@sjsu.edu or 4-1558.  Please forward this message to any staff or faculty you feel should be notified.

 

Restricted Travel Update: Fund Source

Effective immediately, auxiliary funds are an eligible fund source for travel to the list of states in Assembly Bill 1887.

SJSU funds (Operating Funds, SSETF, CERF, etc.) are considered “state funds” and remain ineligible for supporting travel to restricted states. When using auxiliary funds, remember to select “Travel Paid By Non-University Funds” when indicating the Travel Type on the FTS Travel Authorization.

The following states are currently subject to California’s ban on state-funded and state-sponsored travel:

  1. Alabama
  2. Kansas
  3. Kentucky
  4. Mississippi
  5. North Carolina
  6. South Dakota
  7. Tennessee
  8. Texas

Please forward this message to any staff or faculty you feel should be notified.

Do contact Finance Support at financeconnect@sjsu.edu or 4-1558 with any questions.

References