Non-Employee Travel
This information is for 91ÁÔÆæ students, candidates, and suppliers traveling on official university business.
Before You Travel
We recommend familiarizing yourself with 91ÁÔÆæ'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 before traveling on 91ÁÔÆæ 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:
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 [2025] for reimbursement of travel expenses. Supporting documentation/receipts must be included.
For travel in calendar year 2024, use the .
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 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.
Travel Reimbursement
Please submit a [2025] for reimbursement of travel expenses. Supporting documentation/receipts must be included.
For travel in calendar year 2024, use the .
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 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 .
• 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 .
• Is the service provided on campus and the combined payment under $1,000?
Submit a Direct Pay in . 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.
