Employee Travel

Refer to the Travel Checklist before traveling on SJSU business.

No insurance statement is required for domestic travel.

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 your courses will 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.

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

1. Fell Travel is the SJSU approved travel agency authorized to make airline, hotel and car rental reservations.
2. GoCard
3. Contact your department admin for prepaid arrangements.

1. Complete the Employee Travel Claim Worksheet [2025] upon your return.

• For travel in calendar year 2024, use the 2024 Employee Travel Claim Worksheet.
  1. Enter details of your trip, including travel locations.
  2. Look up your daily rate, based on your location:
     • Rates for Contiguous U.S.
     • Rates for Alaska, Hawaii & U.S. Territories
  3. 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)
  4. Identify the Daily Expense Total.
  5. Save the document as PDF.

2. Submit a Travel Reimbursement in FTS using the corresponding Travel Authorization number.

• 1. Verify your mailing address. If it is not current, update it in Campus Solutions.
  2. Verify your trip details
  3. Enter all one-time (prepaid) charges for airfare, lodging, registration and rental car. This includes Fell Travel and GoCard transactions.
  4. Enter the Daily Expense total from the Employee Travel Claim Worksheet.
  5. Verify the chartfields.
  6. You can provide additional information relevant to your travel in the Additional Trip Details section (i.e. special circumstances).
  7. Click Save.
  8. Under File Upload:
     • Attach the Employee Travel Claim Worksheet PDF
     • Select Document Type: Daily Expenses
     • Click Upload attachment
  9. Click Save and Submit.

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.

Refer to the SJSU Travel Guide for more information.

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.

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

1. Information you will need before submitting a request:
   • Business Purpose
   • Estimated costs
   • Chartfield string (no auxiliary funding)
   • Department Approvals
   • How your courses will be covered (faculty only)
   • Travel Insurance and Risk Management
   • Cash Advance*
2. 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.

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

1. Fell Travel is the SJSU approved travel agency authorized to make airline, hotel and car rental reservations
2. GoCard
3. Contact your department admin for prepaid arrangements

1. Complete the Employee Travel Claim Worksheet [2025] upon your return.

• For travel in calendar year 2024, use the 2024 Employee Travel Claim Worksheet.
  1. Enter details of your trip, including travel locations.
  2. Look up your daily rate, based on your location:
     • Rates for International locations
  3. 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)
  4. Identify the Daily Expense Total.
  5. Save the document as PDF.

2. Submit a Travel Reimbursement in FTS using the corresponding Travel Authorization number.

• 1. Verify your mailing address. If it is not current, update it in Campus Solutions.
  2. Verify your trip details
  3. Enter all one-time (prepaid) charges for airfare, lodging, registration and rental car. This includes Fell Travel and GoCard transactions.
  4. Enter the Daily Expense total from the Employee Travel Claim Worksheet.
  5. Verify the chartfields.
  6. You can provide additional information relevant to your travel in the Additional Trip Details section (i.e. special circumstances).
  7. Click Save.
  8. Under File Upload:
     • Attach the Employee Travel Claim Worksheet PDF
     • Select Document Type: Daily Expenses
     • Click Upload attachment
  9. Click Save and Submit.

Refer to the SJSU Travel Guide for more information.