Employee/Student Reimbursement

 

Purpose

Processed through Financial Transaction Services (FTS), the Employee/Student Reimbursement process is intended as a way to reimburse SJSU employees.  Employee/Student reimbursements will be made only under the following circumstances:

  • Citation refund
  • eRefund correction
  • Parking refund
  • Payroll special check
  • Personal reimbursements up to $1,000
  • Petty cash department fund reimbursement
  • University Police Department POST training
Department Responsibilities  
  • Ensuring the item being paid is allowable via Employee/Student Reimbursement. Please review the Standard Exclusions list.
  • Gather the required information such as:
  • Look up the employee/student in FTS to see if they exist as a vendor. If the vendor does not exist, it will need to be created. Please see additional requirements below for details on requesting the vendor setup.
Documentation

Please include the following when completing an Employee/Student Reimbursement request in FTS:

  • Receipt or Other Proof of Payment (Required)
  • Generic Invoice (Required only if supporting documents alone do not provide adequate information to process the request)
  • Additional Justification (such as a memo of explanation or a Hospitality Expense Justification form)
Additional Requirements  
  • 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: Not all students will be listed in the Employee/Student database in FTS.

  • To determine if student exist, use the Employee/Student lookup in FTS. If student is not in FTS, then prior to entering an Employee/Student Reimbursement, provide the following information:
    • Student Name
    • Student ID
    • Mailing Address
    • Purpose of Reimbursement (i.e., purchase of supplies, refund)

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 (i.e., purchase of supplies, refund)
Processing Time

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