Travel Reimbursement

Purpose

Processed through Financial Transaction Services (FTS), the Travel Authorization/Reimbursement process is intended as a way to reimburse SJSU employees for business travel expenses. 

Traveler/Department Responsibilities
  • Reviewing and understanding the SJSU Travel Guide (PDF).
  • Ensuring authorization for the business travel is obtained prior to any expenses are incurred. This is completed through a Travel Approval Request in FTS.
  • Gathering required information associated with the trip such as:
      • Receipts
      • Backup documentation
  • Completing the Travel Reimbursement in FTS within 30 days of return from the trip.
  • Uploading electronic copies of receipts and backup documentation in FTS.
Additional Information  

For Students: Only students who are employed through the University are able to submit a Travel Authorization/Reimbursement through FTS.

Students not employed by SJSU will not be able to submit a Travel Authorization/Reimbursement in FTS; the paper process will need to be completed-

For Employees:  If the address listed in FTS is not correct:

Was the address updated in the HR/SA (MYSJSU) system?

  • If no, then update address in HR/SA. Allow 24 hours for the change to reflect in FTS.
  • If yes, then do you have an Employee Reimbursement Direct Deposit set-up with Accounts Payable?
      • If yes to having an Employee Reimbursement Direct Deposit, then send Accounts Payable a request to update address in FTS to vendor-request@sjsu.edu. The Direct Deposit set-up prevents auto updates from occurring in FTS.
      • If no, then contact vendor-request@sjsu.edu for assistance and include the following information:
        • Employee Name
        • Employee ID
        • Mailing Address
        • Purpose of Reimbursement (reference employee travel reimbursement)

For Intermittent Employees who are active or inactive at different times may or may not be available to select for Travel Reimbursement.

  • If Intermittent Employee is not in FTS, then please contact vendor-request@sjsu.edu for further assistance and include the following information:
      • Employee Name
      • Employee ID
      • Mailing Address
      • Purpose of Reimbursement (reference employee travel reimbursement)
Processing Time

Once all required documentation is received and the request is processed, payment is usually received as follows: