Non-Employee Travel

This information is for SJSU students, candidates, and suppliers traveling on official university business.

Before You Travel

We recommend familiarizing yourself with SJSU's travel policies and guidelines before submitting a travel authorization request.

Students

Student travel expenses would include travel for conferences, competitions, workshops, or other official university business-related activities. This would not include team travel or faculty-led programs.

• 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

  • All student travel requires authorization prior to traveling. Please work with your sponsoring department to fill out one of the following forms:

    • Non-Employee Travel Authorization [DocuSign]
    • Non-Employee Travel Authorization for Academic Affairs [DocuSign]

    
    Please familiarize yourself with the high hazard travel policies, when traveling internationally.

• Student Travel Informed Consent

  • The Student Travel Informed Consent [pdf] form is required prior to traveling and should be submitted to the department responsible for authorizing the student travel.

• Travel Reimbursement

  • Please submit a Non-Employee Travel Claim Worksheet for reimbursement of travel expenses. Supporting documentation/receipts must be included.

    Local hotel rates exceeding the $333/night limit for trips on or after 4/18/24 require a memo signed by the approving official.   For trips prior to 4/18/24, the lodging limit per night is $275.
    
    Submit to Payment Services via email to non-employee-travel@sjsu.edu and include the student ID number.

Candidates

Candidate travel expenses follow the same guidelines as employee travel.

• Travel Authorization

  • All candidate travel requires authorization prior to traveling.

    Please work with your department contact to fill out one of the following forms, which will grant you approval to travel using university funds.

    • Non-Employee Travel Authorization [DocuSign]
    • Non-Employee Travel Authorization for Academic Affairs [DocuSign]
• Travel Reimbursement

  • Please submit a Non-Employee Travel Claim Worksheet for reimbursement of travel expenses. Supporting documentation/receipts must be included.

    Local hotel rates exceeding the $333/night limit require a memo signed by the approving official.

    Submit to Payment Services via email to non-employee-travel@sjsu.edu.

Suppliers / Other

Information about all other reimbursable travel expenses not related to employee, student or candidate travel.

• Travel Only

  • Departments should submit a Direct Payment in FTS and select the category "Refunds to non-employee."

• Travel and Payment for Services

  • Departments should review to following scenarios:

    • Is a contract involved?
    Submit a Requisition in FTS. 

    • Is the service provided off campus?
    Contact FinanceConnect.

    • Is the service provided on campus and the combined payment over $1,000?
    Submit a Requisition in FTS.

    • Is the service provided on campus and the combined payment under $1,000?
    Submit a Direct Pay in FTS. Select the appropriate category and include both the payment and travel expenses in one Direct Payment indicating the total for each. Include travel expense receipts. If receipts are not provided, the travel expenses will be subject to IRS reporting.