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Do candidates need to submit a travel authorization request?
Yes. Under CSU and SJSU policy, a pre-approval request (specifically a Non-Employee Request) must be completed and fully approved in Concur prior to making travel arrangements or incurring expenses.
Are candidates able to access Concur themselves, or do we need to submit the request on their behalf?
You must submit the request on their behalf. Non-employees (job candidates, guest speakers, students) do not receive profiled login access to Concur. All Concur steps—including pre-approval requests and reimbursement reports—must be handled by an SJSU employee "sponsor" (department staff or faculty coordinator).
What is the appropriate process to submit a request on their behalf?
Supplier Onboarding (If new to Concur): Check if the candidate is already listed as a non-employee in Concur. If they have not been paid or set up in Concur previously, complete and submit the Non-Employee & Student Reimbursement Onboarding Form (Google Form). Allow 5–10 business days for the Supplier Maintenance Coordinator to process a Supplier ID for them.
Create the Non-Employee Request:
Log into Concur, select Create Request, and set the Request Type to Non-Employee Request.
Select SJ000 under Business Unit and choose the candidate’s name under Non-Employee Name (Supplier).
Request/Trip Name: Follow the standard naming convention: Candidate Name - Description - Dates (e.g., Jane Doe T/TT Candidate Interview 10/12-10/14/26).
Trip Purpose: Select Employee Recruitment/Interview (this purpose code is specifically configured for non-employee policy).
Traveler Type: Select Non-Employee.
Add Expected Expenses (estimated airfare, hotel, meals, ground transportation) and attach the candidate’s official interview itinerary/agenda [as expense type Agenda/Itinerary (Attachment)].
Submit the request for department and financial/DOA approval.
How should we arrange airfare and lodging for candidates?
Once the Non-Employee Request is fully approved in Concur, the department sponsor or travel arranger can call the university’s designated travel agency, Christopherson Business Travel (CBT), to book flights and hotels on behalf of the candidate. Their contact information is on the Concur Homepage in the Company Notes area, under Read More.
Airfare booked via Christopherson is direct-billed to the university, avoiding out-of-pocket costs for the candidate. These appear in Concur as CTA Card transactions.
30-Day Google Form Requirement vs. Short Notice (< 10 Days):
The 30-day advance Google Form requirement applies specifically when requesting an Instant Card (a virtual payment card) for domestic hotels. On short notice (< 10 days):
Option A (Preferred): Arrange travel directly through Christopherson Business Travel using the approved Concur Request ID [4-character ID on the Request header].
Option B: Have the candidate pay out-of-pocket for lodging (up to the $333/night domestic limit before taxes) and request reimbursement after the trip.
Is the Christopherson Request ID the same as the Concur Travel Request ID?
Yes. When calling Christopherson Business Travel to book on behalf of a non-employee candidate, you provide the Concur Request ID [4-character ID on the Request header] from the approved Non-Employee Request to authorize university billing.
What is an "Administrative Assistant Travel Card," and is it an option for our department?
An Admin Assistant Travel Card is a university Travel Card issued in the name of a department administrative staff member to prepay and manage travel expenses (like lodging or airfare) for non-employees and guests.
Is it an option now? If your department currently does not hold a Travel Card, this option is not immediately available for upcoming interviews.
Future Option: A state-side employee in a university department may apply for a Travel Card by submitting a Credit Card Service Request in Concur if approved by department leadership. In the interim, rely on Christopherson direct-billing via Request ID [4-character ID on the Request header] or candidate out-of-pocket reimbursements.
How are expenses settled in Concur after travel?
Expenses are settled by submitting a Non-Employee Expense Report in Concur.
Is the department responsible for submitting the expense report?
Yes. Because candidates cannot log into Concur, the department employee sponsor must create and submit the expense report on their behalf:
Open the approved Non-Employee Request in Concur and click Create Expense Report (this carries the header details directly into the report).
Set the report name using the format: CANDIDATE NAME - DESCRIPTION - DATES.
Ensure any university-prepaid charges (e.g., Christopherson airfare) are linked, and manually add all candidate out-of-pocket expenses.
Attach all required itemized receipts and the interview agenda [as expense type Agenda/Itinerary (Attachment)].
Submit the report for approval within 60 days after the trip ends.
Can candidates book their own travel and request reimbursement?
Yes. Prospective employees may pay out-of-pocket for allowable travel expenses (one round-trip standard economy flight, lodging, ground transportation, and meals) and request reimbursement from the university.
Required Documentation and Rules for Candidate Reimbursement:
Pre-Approval: A Non-Employee Request must be fully approved prior to travel.
Supplier Setup: The candidate must be onboarded in Concur via the Non-Employee Onboarding Form to generate a Supplier ID before payment can be issued.
Airfare Limits: Reimbursed for actual costs up to one round-trip standard economy fare between their residence and the interview location.
Lodging Limits: Maximum allowable domestic lodging rate is $333 per night (excluding taxes and fees).
Meals & Incidentals (M&IE): Non-employee travelers are reimbursed for actual meal and incidental expenses up to $92 per day (unlike employees who receive location per diem). Receipts are not required for M&IE at or below $92/day unless requested, provided actual costs are substantiated.
Receipt Requirements: Itemized receipts are required for any single expense of $75 or more (and always required for lodging regardless of amount).
Agenda: An official interview agenda must be attached to document the business purpose [as expense type Agenda/Itinerary (Attachment)].
Timeline: The reimbursement report must be submitted in Concur within 60 days of the last day of travel.