Non-Employee Travel
This information is for SJSU students, candidates, official guests, and suppliers traveling on official university business.
Before You Travel
We recommend familiarizing yourself with SJSU's travel requirements before submitting a travel authorization request.
If this is the first time you are traveling on SJSU business, your department contact will need to fill out the Non-Employee & Student Reimbursement Onboarding Form in order to facilitate the travel request and expense reimbursement process.
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 SJSU Travel w/ Concur Checklist 2026 before traveling on SJSU business.
No insurance statement is required for domestic travel.
Travel Authorization
All student travel requires a Travel Request [Non-Employee Expense] in Concur prior to traveling. Please work with your sponsoring faculty or department to complete
this process.
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 sponsoring department.
Travel Reimbursement
Your sponsoring faculty/department will need to complete an Expense Report on your behalf in Concur when you return from your trip.
Please provide the sponsoring faculty/department with:
- Conference or Trip Agenda
- Receipts for expenses you incurred.
- Details on which meals were provided
While waiting for your reimbursement to process, you can verify your mailing address in Campus Solutions.
Expenses paid out of pocket can be reimbursed if they comply with the CSU Travel Policy and are authorized by the sponsoring department.
Candidates
Candidate travel expenses follow the same guidelines as employee travel.
Travel Authorization
All candidate travel requires a Travel Request [Non-Employee Expense] in Concur. prior to traveling. Please work with your sponsoring department to complete this process.Travel Reimbursement
Your sponsoring department will need to complete an Expense Report on your behalf in Concur when you return from your trip.
Please provide the sponsoring department with:
- Receipts for expenses you incurred.
Expenses paid out of pocket can be reimbursed if they comply with the CSU Travel Policy and are authorized by the sponsoring department.
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 CSUBUY. Instructions are provided on our FinanceConnect blog.
Travel and Payment for Services
Departments should review to following scenarios:
• Is a contract involved?
Submit a Requisition in CSUBUY.
• 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 CSUBUY.
• Is the service provided on campus and the combined payment under $1,000?
Submit a Direct Pay in CSUBUY. Instructions are provided on our FinanceConnect blog.
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.
