student groups travel funds

Overview

Travel Funds for Student Groups

Student Travel Process

Per University policy, if a student is traveling for the sole purpose of professional development, i.e., not presenting on behalf of the school, not helping with an iSchool event – the travel reimbursement will be processed through the Financial Aid and Scholarship Office upon completion of travel.

Upon conclusion of your travel:

  • Email the Administrative Services Specialist, Kristina Luna (kristina.luna@sjsu.edu) a list of your expenses with copies of your receipts.
  • Your payment request will be submitted to the Financial Aid and Scholarship Office and will disburse to your student account once the process is completed.

If, while traveling to this conference, the student is also representing the School of Information or assisting the School of Information with an event, the student will be reimbursed via a Travel Authorization.

Travel Reimbursement Process:

  • As soon as you know you are going to travel, submit the Student Group Travel Request form.
  • Once you are awarded the grant, the Administrative Analyst will initiate a travel authorization for you.
    • This will come via DocuSign – unless you are a student employee, in this case, you will receive it via FTS.
    • This must be done a minimum of 30 days prior to the date of travel.
  • Complete Student Travel Informed Consent Risk Management Form.
  • Email the complete form to the Administrative Analyst
  • Email the completed forms to the Administrative Analyst, Roffna Principe (roffna.principe@sjsu.edu).
  • The Administrative Analyst will review the information for accuracy and compliance, and will submit the Request for Approval of Travel for the required approvals.
  • Students will be notified once the Request for Approval of Travel is approved.
  • Students will make their own travel arrangements.
  • Students must pay for the related expenses, and will then be reimbursed for qualified travel expenses.
  • Keep all of your receipts while traveling. You can not be reimbursed for expenses with missing receipts.
  • Once travel has taken place, all receipts must be submitted to the Administrative Analyst, who will then complete the Travel Expense Claim form.
  • You will be reimbursed for your qualified expenses up to the amount of your travel grant.
  • Receipts must be submitted within 30 days of the conclusion of travel.
  • If the receipt is vague, provide an explanation.
  • Scan all your receipts, use the Travel Reimbursement Receipts Log to organize them, and email them to the Administrative Analyst, Roffna Principe (roffna.principe@sjsu.edu).
  • The Administrative Analyst will submit the Travel Expense Claim form and the receipts for approval and reimbursement processing.
  • Once the Travel Expense Claim is processed by Payment Services, a check will be issued and mailed to the student’s address unless the student has submitted an Employee Reimbursement Direct Deposit Authorization form to Accounts Payable (even if you are a student). See: https://blogs.sjsu.edu/financeconnect/2020/08/04/employee-reimbursement-direct-deposit/