Employee Travel

Refer to the SJSU Travel w/ Concur Checklist 2026 before traveling on SJSU business.

No insurance statement is required for domestic travel.

Complete a Travel Request [Employee Expense - Travel] in Concur to formally request permission to travel on official university business. All requests must be approved by your direct supervisor and your department's DOA approvers.

Information you will need before submitting a request:

• Business Purpose
• Estimated Costs
• Chartfields (no auxiliary funding)
• How your courses will be covered (faculty only)
• Travel Allowance (per diems) Needed?

If you are only seeking reimbursement for mileage and tolls, you can complete the Employee Expense - Travel (Local/Mileage) form instead.

Review Prepaying for Travel Expenses to learn about the different prepayment methods available for employees.

Complete an Expense Report in Concur upon your return:

1. Create from an Approved Request.
2. Confirm the default chartfield in the Report Header.
3. Review your Travel Allowance (per diems).
4. Verify and add travel expenses to the report.
5. Import and/or attach your receipts.
6. Itemize expenses, when required.
7. Allocate expenses to the appropriate funding source, if applicable.
8. Review the report for alerts and warnings.
9. Review the reimbursement amount.
10. Submit the Expense Report for approval.

While waiting for your reimbursement to process, you can:

1. Verify your mailing address in Campus Solutions.
2. Sign up for Employee Reimbursement Direct Deposit.

The Employee Expense - Travel (Local/Mileage) form is typically used for:

• Local trips.
• Mileage requests throughout the month.
• Same-day trips without an overnight stay that may involve a plane ride.

It cannot be used for same-day trips that include hospitality expenses.

There are no per diems involved with this type of request as per policy CSU PolicyStat 18816903.

You can also refer to the Blanket Travel Guide.

Before you submit a travel authorization, please review the U.S. Department of State Travel Advisories 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 your travel request at least 45 days in advance to allow time sufficient time for Chief Financial Officer review and for the university to procure international travel insurance on your behalf.

For questions, please contact the University Risk Manager.

Consult the SJSU Travel w/ Concur Checklist 2026 for more information.

Note that travel insurance is required for all international travelers. See the Foreign Travel Insurance Program Policy [pdf] for details.

Complete a Travel Request [Employee Expense - Travel] in Concur at least 45 days in advance to formally request permission to travel internationally on official university business. All international requests must be approved by your direct supervisor, your department's DOA approvers, and the Chief Financial Officer.

Information you will need before submitting a request:

• • Business Purpose
  • Estimated Costs
  • Chartfields (no auxiliary funding)
  • How your courses will be covered (faculty only)
  • Travel Allowance (per diems) Needed?
  • Cash Advance Needed?

Review Prepaying for Travel Expenses to learn about the different prepayment methods available for employees.

Complete an Expense Report in Concur upon your return:

1. Create from an Approved Request.
2. Confirm the default chartfield in the Report Header.
3. Review your Travel Allowance (per diems).
4. Verify and add travel expenses to the report.
5. Import and/or attach your receipts.
6. Itemize expenses, when required.
7. Allocate expenses to the appropriate funding source, if applicable.
8. Review the report for alerts and warnings.
9. Review the reimbursement amount.
10. Submit the Expense Report for approval.

While waiting for your reimbursement to process, you can:

1. Verify your mailing address in Campus Solutions.
2. Sign up for Employee Reimbursement Direct Deposit.