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 Ban

  • NOTE: The Travel Ban was repealed on September 13, 2023.  Travel that occurred on or after September 14, 2023 does not need to abide by these rules.

    Go to the State of California Department of Justice website for more information about the Prohibition on State-Funded and State-Sponsored Travel to States with Discriminatory Laws (Assembly Bill No. 1887).

    Before you submit a travel authorization, please review the California State Attorney General website to determine if you are traveling to a banned state.

    If you are traveling to a banned state, please complete the Travel to Banned States Request [DocuSign] and attach it to your travel authorization in FTS.

    For questions, please contact the Travel Department.

• 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.

    • 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)
      
      
    • Submit FTS/Travel Authorization 
      
      
    • 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.
      
      
    •  Refer to travel reimbursement in FTS.
• 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
  • •  Submit FTS/Travel Reimbursement upon return using the corresponding Travel Authorization number.
      
      
    • Information you will need when submitting a request:
       

        • Access your travel reimbursement in FTS by looking up
          your trip number assigned through the Travel Authorization
          process.

        •  Verify your mailing address. If it is not current, update it in
            SJSU@Work.

        •  Enter your trip details. Additional information relevant to your
           travel must be noted in the Additional Trip Details section
           (i.e. special circumstances).

        •  List all one-time charges, including prepaid expenses (Go
           Card and Fell Travel) for airfare, lodging, registration and
           rental car.

        •  List all daily charges (meals, incidentals, taxi/shuttle/parking,
           business expenses and mileage). Business expenses
           require an explanation.

• Travel Guide

  • Refer to the SJSU Travel Guide [pdf] 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 FTS/Travel Authorization 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

  • Submit FTS/Travel Reimbursement upon return using the corresponding Travel Authorization number. Information you will need when submitting a request: 

    • Access your travel reimbursement in FTS by looking up your trip number assigned through the Travel Authorization process.
      
      
    • Verify your mailing address. If it is not current, update it in SJSU@Work.
      
      
    • Enter your trip details. Additional information relevant to your travel must be noted in the Additional Trip Details section (i.e. special circumstances).
      
      
    • List all one-time charges, including prepaid expenses (Go Card and Fell Travel) for airfare, lodging, registration and rental car.
      
      
    • List all daily charges (meals, incidentals, taxi/shuttle/parking, business expenses and mileage). Business expenses require an explanation.
      
      
    • OANDA rates on the day of expense will be used for currency conversions.
•  Travel Guide
  •  Refer to the SJSU Travel Guide [pdf] for more information.