Non-Employee Travel

This information is for SJSU students, candidates, official guests, and suppliers traveling on official university business.

Before You Travel

We recommend familiarizing yourself with SJSU's travel requirements before submitting a travel authorization request.

If this is the first time you are traveling on SJSU business, your department contact will need to fill out the Non-Employee & Student Reimbursement Onboarding Form in order to facilitate the travel request and expense reimbursement process.  Please provide the following information to your department contact:

  • Current mailing address
  • Phone number
  • Student ID (if applicable)

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 SJSU Travel w/ Concur Checklist 2026 before traveling on SJSU business.

No insurance statement is required for domestic travel.

Travel Authorization

All student travel requires a Non-Employee Request to be submitted in Concur prior to traveling.

Student travelers are not granted access to Concur. Please work with your sponsoring faculty or department contact to complete this process.

Student Travel Informed Consent

The Student Travel Informed Consent [pdf] form is required prior to traveling and should be submitted to the sponsoring department.

Travel Reimbursement

Your sponsoring faculty/department will need to complete an Non-Employee Expense Report on your behalf in Concur when you return from your trip.

Please provide the sponsoring faculty/department with:

  1. Conference agenda or trip itinerary
  2. Receipts for expenses you incurred out of pocket
  3. Details on which meals were provided

Expenses paid out of pocket can be reimbursed if they comply with the CSU Travel Policy and are authorized by the sponsoring department.

Candidates

Candidate travel expenses follow similiar guidelines as employee travel.

Travel Authorization

All candidate travel requires a Non-Employee Request in Concur prior to traveling. Please work with your sponsoring department to complete this process.

Travel Reimbursement

Your sponsoring department will need to complete an Non-Employee Expense Report on your behalf in Concur when you return from your trip.

Please provide the sponsoring department with:

  1. Receipts for expenses you incurred out of pocket
  2. Details on which meals were provided
  3. Supporting documentation, such as an itinerary/agenda

Expenses paid out of pocket can be reimbursed if they comply with the CSU Travel Policy and are authorized by the sponsoring department.

Suppliers / Other

Suppliers can be reimbursed for travel but there are some additional considerations.

Travel Only

Departments should submit a Direct Payment in CSUBUY.  Instructions are provided on our FinanceConnect blog.

Travel and Payment for Services

Departments should review to following scenarios:

• Is a contract involved?
Submit a Requisition in CSUBUY. 

• 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 CSUBUY.

• Is the service provided on campus and the combined payment under $1,000?
Submit a Direct Pay in CSUBUY. Instructions are provided on our FinanceConnect blog.

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.