Travel

Awarded projects may often require domestic or international travel. Travel on behalf of the SJSU Research Foundation (SJSURF) must be conducted in a manner that is necessary, ordinary, reasonable, and not extravagant. Approval for travel and travel-related expenditures must be obtained prior to embarking on a trip and prior to making non-cancellable travel arrangements. Programs using U.S. Federal Government funds (including pass-through funds from non-federal entities) require travelers to use U.S flag carriers in order to comply with the public law commonly referred to as the Fly America Act.

Domestic Travel

Research Foundation Staff and Project Participants

When planning to travel to destinations within the continental U.S., U.S.
possessions or territories, travelers must complete the Request for Approval of Travel Form. The form must be signed by the traveler, the supervisor, and by the authorized account signer, and then submitted to their designated Sponsored Programs manager. The form is accessible from the Research Foundation Forms web page.
NOTE: This requirement also applies to off-duty SJSU faculty and staff.

State Travel Restrictions

State of California funds held and managed by SJSURF may not be used for travel to the areas listed on State of California website, per the Governor of California's ban: https://oag.ca.gov/ab1887

Private and federal grant funds or institutional/departmental accounts held and managed by SJSURF are not subject to this restriction. 

SJSU Faculty, Students, and Staff

Faculty, students, and staff must submit requests for travel approval online through Financial Transaction Services(FTS). Travel must be approved by the authorized account signer, college dean, and department chair. Hard copy Request for Approval of Travel Forms are only accepted from individuals who are unable to log into the FTS system.

Insurance

Travel insurance coverage is secured for all participants who travel within the continental U.S. and U.S. possessions or territories.

International Travel

Research Foundation Staff and Project Participants

When planning to travel to international destinations outside the continental United States, Research Foundation staff and project participants must complete the Request for Approval of Travel Form. The form must be signed by the traveler, the supervisor, and by the authorized account signer. Approval from the Office of Research is also required.

NOTE: This requirement also applies to off-duty SJSU faculty and staff.

SJSU Faculty, and Staff

Requests for international travel must be submitted online through Financial Transaction Services (FTS). Hard copy Request for Approval of Travel forms are only accepted from individuals who are unable to log in to FTS.

To ensure that all required approvals are obtained in time, and in order for Research Foundation Risk Management to arrange appropriate insurance for international travel, it is highly recommended that requests be submitted at least 45 days in advance of the intended departure date.

Completed forms will be submitted to California State University Risk Management Authority (CSURMA) for the purchase of appropriate insurance coverage. Travel insurance costs are charged to the researcher’s department or to the specific Research Foundation project account.

Travel to High Hazard Countries

When traveling to countries that are deemed war risks or high hazard areas, additional approvals are required. In addition to the approvals that are required for domestic and international travel, individuals traveling to countries that are considered war risks or high hazard areas must obtain approvals from the SJSU president’s office, the provost’s office, the CSU chancellor’s office, and the California State University Risk Management Authority (CSURMA) insurance company.

To ensure that approvals are obtained in time and in order for appropriate travel insurance to be arranged, all travelers (Research Foundation employees, project participants, SJSU faculty, students, and staff) must submit authorization forms 60 days in advance of the intended departure date. To determine if a destination has been deemed a high hazard area, travelers should refer to the U.S. Department of State Travel website for the current list of travel warnings and information on the CSU Systemwide Risk Management website.

Before making travel arrangements, travelers should review and understand the following:

• Research Foundation Travel Policy [pdf]
• Research Foundation Travel Bulletin [pdf]
• U.S. General Services Administration Per Diem Rates Look-Up
• SJSU Faculty and Staff Travel Authorization and Expense Reimbursement Guide [pdf]
• Research Foundation Employee, Project Participant, and SJSU Student Travel Authorization and Expense Reimbursement Guide [pdf]