Authorizing Travel Utilizing Research and Tower Foundation Funds–SAP Concur Replace / FinanceJoin

As we proceed our transition to SAP Concur following our August 1 go-live, we wish to present extra steering concerning journey funded by our auxiliary organizations.

As shared in earlier communications, SAP Concur is now the college’s system for journey, expense reimbursement, and Payment Card exercise.

At this time, nonetheless, our auxiliary organizations are unable to make use of SAP Concur as a consequence of the truth that they don’t function in PeopleSoft HR and the CSU’s Common Financial System (CFS), integration with which the CSU has established as a purposeful, systemwide requirement for using SAP Concur.

As a consequence, the Research Foundation and Tower Foundation have created a brand new handbook Request for Approval of Travel form, that can be utilized by each auxiliaries, to seize the journey approvals/requests that had been beforehand accomplished electronically by the Financial Transaction System (FTS). This new type offers a constant course of for documenting the required approvals earlier than journey preparations are booked when utilizing Research Foundation or Tower Foundation funds.

For reference, listed below are the auxiliary types net pages:

Travel Approval Is Required Before Booking

Regardless of the funding supply, all journey should be accepted earlier than any journey preparations are booked.

To help campus vacationers in acquiring the suitable approvals when utilizing Research Foundation or Tower Foundation funds, the respective auxiliary’s Request for Approval of Travel type has been up to date. Please observe the relevant course of under.

Research Foundation

Who ought to use the shape?

The up to date Request for Approval of Travel type ought to be utilized by:

SJSU school and employees touring on funds offered by the Research Foundation

Project Participants – Individuals whose journey is paid for by a Research Foundation contract, grant, or program and who aren’t Research Foundation staff, consultants, or SJSU school, employees, or college students

Research Foundation staff for worldwide journey solely

How do I submit the shape?

SJSU school, employees, and college students with Workday entry: Attach the accepted type to a Spend Authorization request in Workday and submit.

Project members, college students, school, and employees with out Workday entry: Submit the accepted type to Foundation-Travel-Desk@sjsu.edu.

For worldwide journey, copy the Research Foundation Risk Manager, at present [email protected] and the University Risk Manager, Karen Vogler [email protected] to acquire the required journey insurance coverage.

For extra detailed data concerning approvals, please assessment Section 5 of the Research Foundation Travel Policy. Please observe that it is a Research Foundation coverage and is separate from the University’s journey coverage and SAP Concur processes.

Tower Foundation

Who ought to use the shape?

The up to date Request for Approval of Travel type ought to be utilized by:

SJSU and Tower Foundation staff utilizing philanthropic funds for college or Foundation enterprise journey

SJSU college students and non-employee vacationers utilizing philanthropic funds for college or Foundation enterprise journey

How do I submit the shape?

Submit the accepted Request for Approval of Travel type to [email protected].

KEY POINT: Identifying the funding supply initially of the journey course of will assist be certain that your request is routed by the suitable system and receives the required approvals earlier than journey is booked.

Concur Resources and Training

For college journey processed by SAP Concur, we proceed to encourage the campus neighborhood to make the most of the assets obtainable within the Concur Toolkit.

The Toolkit continues to be up to date primarily based on questions and suggestions acquired since go-live and consists of:

Quick Reference Guides with step-by-step directions for widespread Concur processes

Instructional movies demonstrating key transactions and workflows

Guidance to help the transition to the new CSU Payment Card Policy

Frequently Asked Questions and extra course of steering

Training supplies and different assets to help you as you turn into conversant in Concur

We additionally strongly encourage staff who work with journey, bills, or Payment Cards to attend our ongoing training sessions and open labs. These periods present a possibility to stroll by processes in Concur, ask questions, and obtain help with real-world situations.

Please go to the Concur Toolkit for the present coaching cadence, session data, and obtainable assets.

Thank you in your continued persistence, engagement, and partnership as we transfer past go-live and proceed to refine our journey and expense processes.

Sincerely,

Finance & Business Services

Research Foundation

Tower Foundation