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.
  • Ensuring authorization for the business travel is obtained prior to any expenses are incurred. This is completed through a Request for Travel Authorization in FTS.
  • Gathering required information associated with the trip such as:
    • Receipts
    • Backup documentation
  • Completing the Request for Travel Reimbursement in FTS within 30 days of return from the trip.
  • Uploading electronic copies of receipts and backup documentation in FTS.
Additional Information  
  • To have the vendor created, email the information as outlined below to vendor-request@sjsu.edu prior to entering the Employee/Student Reimbursement request. Please allow 3-5 business days for the vendor request to be completed. An email confirmation will be sent to the department requester when the vendor is available in FTS.

For Students: Only students who are employed through the University are able to submit Travel Authorizations/Reimbursements through FTS.

  • Student not employed by SJSU, will not be able to submit Travel Authorizations/Reimbursements 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 address needs to be updated in HR/SA. Allow 24 hours for the update to be reflected in FTS.
    • If yes, then do you have an Employee Reimbursement Direct Deposit set-up with Accounts Payable?
    • If no, then address needs to be updated in HR/SA. Allow 24 hours for the update to be reflected in FTS.
    • If yes, then send Accounts Payable a request to update address in FTS to vendor-request@sjsu.edu. The Direct Deposit set-up will prevent 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 (i.e., purchase of supplies, refund)

For Intermittent Employees who are active or inactive at different times may or may not be available to select for 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 
Processing Time

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