2018 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, 2018:

  • The standard mileage rate increased from 53.5 cents per mile to 54.5 cents per mile.
  • Miles driven for moving purposes will be reimbursed at 18 cents per mile, increased from 17 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.

FTS Travel- Access to Modify a Reimbursement

This past July, a number of enhancements to the FTS system went into effect, including an upgrade to improve security within the online Travel module.  Access to view attachments associated with both Travel Authorizations and Travel Reimbursements is now restricted to the Requestor, Traveler, and Approvers/Reviewers in the Traveler’s home department or department responsible for the expense.

The new security has also limited who has access to modify the Travel Reimbursements that are automatically created for an approved Travel Authorization.  Prior to the upgrade, open status Travel Reimbursements could be modified by both the Traveler and/or a Requestor (on behalf of the Traveler).  Now, these Travel Reimbursements can only be modified by the Traveler who created the Travel Authorization, or, by both the Traveler and a Requestor, if the Requestor created the Travel Authorization.  This access limitation does not apply to Travel Reimbursements not associated with an authorization.

To best maintain the TR reference#  “link”  between a Travel Authorization and its Travel Reimbursement, Requestors must initiate the authorization if they will be responsible for preparing the reimbursement.  Please inform Travelers who initiate their own Travel Authorizations that only they have access to prepare the reimbursement.

If you, as a Requestor, are currently unable to access and modify an existing Travel Reimbursement on behalf of a Traveler, your options are:  1)  the Traveler prepares/modifies the reimbursement;  or  2)  you may choose to clone it and/or just create a new Travel Reimbursement, making sure to include the original Travel Authorization reference number in the Additional Trip Details field.  The original auto-created Travel Reimbursement should be canceled (again, by the Traveler).

 

FTS Travel Authorization/Reimbursement Email Notifications

To help end users better identify email notifications triggered by Financial Transaction Services (FTS) Travel Authorizations and Reimbursements, we have improved the subject line description in email messages that once contained the generic header of “FTS Email”.  The new subject line description will appear for emails delivered to:

  • The Traveler when authorization or reimbursement is approved.
  • The Approver when authorization or reimbursement needs approval.
  • The Requester when authorization or reimbursement is returned.

Please forward this message to staff/faculty in your area as you feel appropriate.