Employee Travel

Before you Travel

We recommend familiarizing yourself with SJSU's travel policies and guidelines before submitting a travel authorization request.

Domestic Travel

• Travel Checklist - What to know before you go

  • Refer to the Travel Checklist before traveling on SJSU business.

    No insurance statement is required for domestic travel.

• Travel Authorization

  • The Travel Authorization is to formally request permission to travel on official university business.

    1. Information you will need before submitting a request:
       
       • Business Purpose
       • Estimated costs
       • Chartfield string (no auxiliary funding)
       • Department Approvals
       • How will your courses be covered (faculty only)
       
       
    2. Submit a Travel Authorization in FTS. (Consult the Travel Authorization Tutorial [pdf] if you need guidance.)
       
       
    3. Once the Travel Authorization is approved, FTS will assign a trip number and will automatically create a travel reimbursement using the same number. This reimbursement should be submitted within 60 days from the last day of travel.
• How to Book Air, Auto and Lodging

  • The following are preferred methods of payment to benefit the traveler from incurring out of pocket expenses:

    • Fell Travel is the SJSU approved travel agency authorized to make airline, hotel and car rental reservations.
      
      
    • GoCard
      
      
    • Contact your department admin for prepaid arrangements.
• Travel Reimbursement
  • 1. Complete the Employee Travel Claim Worksheet upon your return.
       • Enter details of your trip, including travel locations.
       • Look up your daily rate, based on your location:
         • Rates for Contiguous U.S.
         • Rates for Alaska, Hawaii & U.S. Territories
       • Under Travel Details, specify the details of each day:
         • Location
         • Rate Type
         • Date
         • Personal Days
         • Meals Provided
         • Daily Mileage
         • Taxi/Shuttle Parking (paid out of pocket)
         • Business Expense (paid out of pocket)
         • Travel Advance (if relevant)
       • Identify the Daily Expense Total.
       • Save the document as PDF.
         
         
    2. Submit a Travel Reimbursement in FTS using the corresponding Travel Authorization number.
       
       • Verify your mailing address. If it is not current, update it in Campus Solutions.
       • Verify your trip details
       • Enter all one-time (prepaid) charges for airfare, lodging, registration and rental car. This includes Fell Travel and GoCard transactions.
       • Enter the Daily Expense total from the Employee Travel Claim Worksheet.
       • Verify the chartfields.
       • You can provide additional information relevant to your travel in the Additional Trip Details section (i.e. special circumstances).
       • Click Save.
       • Under File Upload:
         • Attach the Employee Travel Claim Worksheet PDF
         • Select Document Type: Daily Expenses
         • Click Upload attachment
       • Click Save and Submit.
• Travel Reimbursement - No Overnight Stay

  • This type of request is typically used for:

    • Local trips
    • Mileage requests throughout the month
    • Quick same-day trips without an overnight stay that may involve a plane trip.  

    There are no per diems involved with this type of request as per policy CSU PolicyStat14626378.  Follow the instructions on the Employee Travel Claim Worksheet - No Overnight Stay.  You can also refer to the Blanket Travel Guide.

• Travel Guide

  • Refer to the SJSU Travel Guide for more information.

International Travel

• Traveling to High-Risk Countries

  • Before you submit a travel authorization, please review the U.S. Department of State Travel Advisories and the CSURMA's High Hazardous Country List [pdf] to determine if you are traveling to a High Hazard Country or a Level 3 or 4 Travel Advisories Country (unless a higher directive is in place).

    If you are traveling to a high hazard or safety risk country, please complete the Travel to High Hazardous Countries Request [DocuSign] and attach it to your travel authorization in FTS. These requirements are subject to change based on nationwide advisories.

    For questions, please contact the University Risk Manager.

• Travel Checklist - What to know before you go

  • Consult the Travel Checklist for more information.

    Note that travel insurance is required for all international travelers. See the Foreign Travel Insurance Program Policy [pdf] for details.

• Travel Authorization

  • Travel Authorization is to formally request permission to travel on official university business. All international requests must be approved through the President’s Office.

    Information you will need before submitting a request: 

    • Business Purpose
    • Estimated costs
    • Chartfield string (no auxiliary funding)
    • Department Approvals
    • How will your courses be covered (faculty only)
    • Travel Insurance and Risk Management
    • Cash Advance*
    • Submit a Travel Authorization in FTS at least 45 days prior to travel so it can be reviewed by the President's Office and the Chancellor's Office.
• How to Book Air, Auto and Lodging

  • The following are preferred methods of payment to benefit the traveler from incurring out of pocket expenses:

    • Fell Travel is the SJSU approved travel agency authorized to make airline, hotel and car rental reservations
      
      
    • GoCard
      
      
    • Contact your department admin for prepaid arrangements
• Travel Reimbursement
  • 1. Complete the Employee Travel Claim Worksheet upon  your return.Enter details of your trip, including travel locations.
    2. • Look up your daily rate, based on your location:
         • Rates for International Destinations
       • Under Travel Details, specify the details of each day:
         • Location
         • Rate Type
         • Date
         • Personal Days
         • Meals Provided
         • Daily Mileage
         • Taxi/Shuttle Parking (paid out of pocket)
         • Business Expense (paid out of pocket)
         • Travel Advance (if relevant)
       • Identify the Daily Expense Total.
       • Save the document as PDF.
    3. Submit a Travel Reimbursement in FTS using the corresponding Travel Authorization number.
       • Verify your mailing address. If it is not current, update it in Campus Solutions.
       • Verify your trip details.
       • Enter all one-time (prepaid) charges for airfare, lodging, registration and rental car. This includes Fell Travel and GoCard transactions.
       • Enter the Daily Expense total from the Employee Travel Claim Worksheet.
       • Verify the chartfields.
       • You can provide additional information relevant to your travel in the Additional Trip Details section (i.e. special circumstances).
       • Click Save.
       • Under File Upload:
         • Attach the Employee Travel Claim Worksheet PDF
         • Select Document Type: Daily Expenses
         • Click Upload attachment
       • Click Save and Submit.
• Travel Guide
  •  Refer to the SJSU Travel Guide for more information.