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A student traveler will need someone in the SJSU funding department (using >0% state funds) to submit a Non-Employee travel request on their behalf. Use the Concur travel procedure described below for state-funded travel.
If the student's travel will be fully funded by Tower Foundation and/or Research Foundation (using 0% state funds), please see the Auxiliary Travel FAQ. Do not use the Concur travel procedure described below.
The procedure for a student traveling on university business depends on whether the student is traveling individually as a solo non-employee or participating in a faculty-led group program / field trip.
When a faculty member or department sponsors an individual student (e.g., to present research at a conference, visit a field site, or conduct degree-related research):
System Access & Sponsorship:
Students do not receive profiled login accounts in Concur.
A sponsoring employee (faculty or department admin) must submit all requests and expense reports on the student's behalf.
Supplier Setup & Onboarding:
If the student has not been reimbursed through Concur previously, the sponsor must submit the Non-Employee & Student Reimbursement Onboarding Form (Google Form).
Allow 5–10 business days for the Supplier Maintenance Coordinator to assign a Supplier ID.
Required Risk & Consent Documentation:
Under CSU Student Travel Policy, the student must complete and submit the Student Travel Informed Consent Form / Release of Liability, Promise Not to Sue, and Assumption of Risk to the department prior to travel.
Pre-Approval Request Setup:
Request Type: Select Non-Employee Request.
Select SJ004 under Business Unit and choose the student’s name under Non-Employee Name (Supplier).
Request/Trip Name: Follow the standard naming convention: Student Name - Description - Dates (e.g., John Doe - Conference - 10/12-14/26).
Trip Purpose: Select accordingly e.g. Competition, Conference, Meeting, Presentation.
Traveler Type: Select Student.
Business Purpose: In the Comments, explicitly state the university business connection (e.g., presenting university research, degree requirement, or faculty project support).
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.
Expense & Reimbursement Rules:
Meals & Incidentals (M&IE): Reimbursed for actual expenses up to $92 per day (students do not receive flat employee per diem). Itemized receipts are required for individual meal charges of $75 or more.
Lodging: Actual costs up to the $333/night domestic cap.
Submission: The sponsor submits a Non-Employee Expense Report in Concur on the student's behalf within 60 days after travel.
When a faculty supervisor accompanies a group of students on an academic field trip, competition, or course-related travel:
Pre-Approval Request Setup (under Faculty Account):
Request Type: Select Employee Request - Travel created under the faculty leader's Concur account.
Traveler Type: Select Faculty with Students or Staff with Students.
Trip Purpose: Select Field Trip (which triggers CSU group travel guidelines) or Team Travel.
Incurring & Prepaying Group Expenses:
Faculty Incurrence: Faculty field trip supervisors should incur major group travel expenses (such as group lodging, chartered transportation, or venue fees) on behalf of the students and seek reimbursement through their own Concur expense report after the trip.
Group Transportation: Group flights or bus rentals can be booked through Christopherson Business Travel using the approved Request ID [4-character ID on the Request header]. Their contact information is on the Concur Homepage in the Company Notes area, under Read More.
Student Group Meals & Cash Advances:
Cash Advance Option: Prior to submitting a travel request for approval, faculty group leaders may send email to financeconnect+concur@sjsu.edu to request a Cash Advance in Concur to pay for student group meals or distribute meal cash to students.
Signed Distribution Roster Required: When cash is distributed directly to students for meals, each student must sign a written cash distribution acknowledgment roster at the time of receipt.
Substantiation: This signed roster is attached to the faculty member's expense claim as substantiation in lieu of individual student meal receipts.
Group Compliance & Onboarding:
Consent Forms: Ensure every participating student completes the required Student Travel Informed Consent / Release of Liability forms prior to departure.
Bulk Onboarding: If individual reimbursements are necessary for a large group of 10 or more students, the department can use the bulk upload option on the Non-Employee & Student Reimbursement Onboarding Form (Google Form).
Student Travel forms from the FABS website: