Extended Suspension of Business Travel and New State Added to Restricted List

Business Travel Suspended Through June 2021 Due to COVID-19

The CSU Chancellor’s Office recently announced that non-essential international and domestic travel will be suspended through June 30, 2021. For more information, please view the FY2020-21 Systemwide Meetings and Conferences memo.

In response to the extension, SJSU will continue to follow the travel guidelines established due to COVID-19 and as explained in our blog last March.

Update- New State Added to the Restricted Travel List

With the effective date July 1, 2020, Idaho has been added to Assembly Bill 1887, the law restricting the funding or sponsoring of state business travel to states with discriminatory laws.

The current list of restricted states are as follows:

Alabama
Idaho
Iowa
Kansas
Kentucky
Mississippi
North Carolina
Oklahoma
South Carolina
South Dakota
Tennessee
Texas

For the background and guidelines regarding Restricted Travel, please refer to the Travel Guide.

Travel Reimbursement for Business Travel Suspended by the COVID-19 Situation

Employees whose business travel were suspended due to the COVID-19 situation can submit a Travel Reimbursement in FTS for non-refundable expenses paid for out of pocket. Please use the Travel Reimbursement that is associated to your Travel Authorization. Enter the expenses in the One Time Charges and not in the Daily Charges section. In the Funding Source/Chartfields section, include COVID-19 class code 4716 with the required chartfields (Account-Fund-DeptID).

For expenses incurred by the department (typically on a GoCard), review your GoCard statements for costs incurred in previous months and enter an Expense Transfer Journal in FTS to add class code 4716 to the transaction. While an extra step, it will best ensure departments receive reimbursement for costs associated with cancelled trips.

Please refer to our travel announcement for guidelines related to submitting a Travel Reimbursement. If you have any questions, contact Finance Support at financeconnect@sjsu.edu or 4-1558.

Figure 1: An example of how to enter claims in the One Time Charges. Click on image to enlarge.

2020 Mileage Reimbursement Rate

The CSU adjusted its mileage reimbursement rates to reflect the new IRS rates. The mileage rate changes are as follows and apply to business travel occurring on or after January 1, 2020:

  • The standard mileage rate decreased from 58 cents per mile to 57.5 cents per mile.
  • Miles driven for moving purposes will be reimbursed at 17 cents per mile, decreased from 20 cents per mile.

The FTS Travel module reflects the standard mileage rate appropriate to the date(s) the mileage was incurred. If you have any questions, please contact FinanceConnect at ext. 4-1558 or financeconnect@sjsu.edu.

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