Employee and Student Reimbursements

The reimbursement process is intended as a way to reimburse SJSU employees and affiliates under specific circumstances.

Before using the reimbursement method:

  1. Check with your department admin to determine if reimbursement is the proper Way to Pay for your product. Departments can assist you with other procurement methods so that you don't have to pay out of pocket.
  2. For employees, sign up for Employee Reimbursement Direct Deposit [DocuSign] to receive your reimbursements more quickly. 

Submitting a Reimbursement

What is my department responsible for?
  • Ensure the item[s] being paid are allowable expenses. Refer to the Procure to Pay Matrix.
  • Gather required back up documentation such as:
  • Does employee exist in Concur? If they do not, please see Additional Information.
What items can be reimbursed?

Employee/Student reimbursements will be made only under the following circumstances:

Citation refund/Parking refund
Parking Services has the authority to submit these types of refunds.

Payroll special check
University Personnel has the authority to submit these types of refund requests.

Personal reimbursements up to $1,000
Allowable expenses include:

Petty cash department fund reimbursement
e.g., deposit for art gallery, locker, and laboratory equipment

Student deposit refund

POST Training
University Police Department has the authority to submit these types of refund requests.

What items cannot be reimbursed?

Some items and services require additional approvals or reporting, and therefore cannot be paid for out of pocket. Examples include:

  • All Services [including online services]
  • Anything that requires a requisition, contract, or agreement
  • Anything that requires CP&S, FD&O, or IT approval
  • Chemicals
  • Computer purchases [e.g., tablets, watches, laptops]
  • Contracted Agreements [signing for an agreement requires a Delegation of Authority for the Approval of Financial Expenditures]
  • Customized and Printed products
  • Equipment
  • Furniture
  • Household appliances
  • Medication
  • Registration - Online/Virtual [See Travel]
  • Printing Services
  • Products for personal use
  • Software [license based or online]
  • Unapproved caterers
How do I submit a reimbursement request?

For employees: Reimbursement requests are submitted in Concur by the employee seeking reimbursement.

For students: Reimbursement requests are submitted in Concur by a sponsoring employee.

If this is the first time the student is being reimbursed, the sponsoring employee will need to complete the Non-Employee & Student Reimbursement Onboarding Form

How will I be paid back?

The default payment method is a paper check mailed to a home address.

  • Employees can maintain their home address in SJSU@Work.
  • Students can maintain their home address in MySJSU.

For faster reimbursements: Employees and students can sign up for Reimbursement Direct Deposit. This is different from Payroll Direct Deposit.

If you have any questions about which payment method you are signed up for, please contact the Payment Specialist that is assigned to the first letter of your last name.

When will I receive my reimbursement?

Once all required documentation is received and the request is processed, payment is usually received as follows:

  • Checks are mailed within 10 days.
  • ACH payments are issued twice a week.
How will I be notified if I am receiving a reimbursement via direct deposit? 

You will receive an email from financeconnect@sjsu.edu with the Subject: Payment Advice Notification. You must Download the file to your desktop to view the details of the reimbursement. 

Payment Advice

Documentation requirements