Embarking on a journey for university business at San José State University (SJSU) requires careful planning and adherence to specific travel policies. Whether you’re traveling domestically or internationally, understanding these guidelines is crucial for a seamless experience. This guide will walk you through the essential steps and requirements to ensure your trip is well-prepared and compliant with SJSU’s regulations.
From submitting travel requests to booking accommodations and handling reimbursements, each step plays a vital role in the success of your trip. By familiarizing yourself with these procedures, you can avoid common pitfalls and focus on the purpose of your journey.
Domestic Travel Essentials
Before setting off on a domestic trip for SJSU business, it’s important to review the SJSU Travel w/ Concur Checklist 2026. This checklist provides a comprehensive overview of what you need to know before you go. Unlike international travel, domestic trips do not require an insurance statement, simplifying the preparation process.
Travel Authorization Process
To formally request permission for domestic travel, you must complete a Travel Request [Employee Expense – Travel] in Concur. This request requires approval from your direct supervisor and your department’s DOA approvers. Key information you’ll need to provide includes the business purposeestimated costschartfields (excluding auxiliary funding), and details on how your courses will be covered if you’re a faculty member. Additionally, you may need to specify if you require a travel allowance (per diems).
If your trip involves only mileage and tolls, you can use the Employee Expense – Travel (Local/Mileage) form instead. This form is typically used for local trips, monthly mileage requests, and same-day trips without an overnight stay, even if they involve a plane ride. However, it cannot be used for same-day trips that include hospitality expenses.
Booking and Reimbursement
When it comes to booking airfare, car rentals, and lodging, it’s essential to review the Prepaying for Travel Expenses guidelines. These guidelines outline the different prepayment methods available for employees, ensuring you choose the most suitable option for your trip.
Upon your return, you must complete an Expense Report in Concur. This report should be created from an approved request and include the default chartfield in the Report Header. Review your travel allowance (per diems), verify and add travel expenses, import or attach your receipts, and itemize expenses when required. Allocate expenses to the appropriate funding source if applicable, and review the report for any alerts or warnings. Finally, review the reimbursement amount and submit the Expense Report for approval.
While waiting for your reimbursement to process, you can verify your mailing address in Campus Solutions and sign up for Employee Reimbursement Direct Deposit to streamline the process.
International Travel Considerations
Traveling internationally on SJSU business involves additional steps and considerations. Before submitting a travel authorization, review the U.S. Department of State Travel Advisories to determine if you are traveling to a high hazard or Level 3 or 4 Travel Advisory Country. If you are, complete your travel request at least 45 days in advance to allow sufficient time for review and to procure international travel insurance.
Travel Authorization Process
To request permission for international travel, complete a Travel Request [Employee Expense – Travel] in Concur at least 45 days in advance. This request requires approval from your direct supervisor, your department’s DOA approvers, and the Chief Financial Officer. Key information you’ll need to provide includes the business purpose, estimated costs, chartfields (excluding auxiliary funding), how your courses will be covered if you’re a faculty member, and whether you need a travel allowance (per diems) or cash advance.
Booking and Reimbursement
Similar to domestic travel, review the Prepaying for Travel Expenses guidelines for booking airfare, car rentals, and lodging. Upon your return, complete an Expense Report in Concur following the same steps as domestic travel. Ensure all expenses are accurately documented and submitted for approval.
While waiting for your reimbursement, verify your mailing address in Campus Solutions and sign up for Employee Reimbursement Direct Deposit to expedite the process.
By following these guidelines and understanding the requirements for both domestic and international travel, you can ensure a smooth and well-prepared journey for all your SJSU business trips.
