CruzFly User Manual

About CruzFly

CruzFly is UCSC’s Expense Reporting System, powered by Chrome River. It is an online application used to reconcile Corporate Travel & Entertainment (CTE) Card and Instant Card Expenses, and to process reimbursements for University business expenses.

CruzFly replaces the CTE Travel & Entertainment Reconciliation form (TERF) and the Entertainment Reporting Addendum (ERA) form and provides an electronic solution for the reconciliation of CTE Card and Instant Card Expenses. CruzFly also replaces the ERF (Entertainment Reporting Form), the Post Travel Expense Form, and the Direct Payment Form for most situations involving UCSC employees and students. The Post Travel Expense Form will still be available for use for non-UCSC affiliates, including visiting individuals, or when a UCSC trip number was issued before the trip. The Direct Pay Form will still be available for participant support payments, honoraria, and direct payments to vendors.

Receipts can be emailed, uploaded, or sent from a smartphone, so expense owners no longer need to keep track of paper receipts. Offering integrated per diem rates for international travel and a mileage calculator, the system allows travelers to quickly enter these expenses without needing to reference other websites or print out documentation.

Expense reports are submitted electronically and automatically route to the appropriate approvers and then to Accounts Payable. Report status can be tracked at any time. The system flags potential compliance issues for review by approvers.

Please contact cruzfly-help@ucsc.edu with any system-related questions.

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Getting An Account

Who needs an account?

Staff, faculty, students, and temporary staff who have a business need to submit, query, process, review and/or approve out of pocket reimbursement expenses are eligible for a CruzFly account. Users requesting out of pocket reimbursement expenses must first complete a Payee Setup Form to receive payment.

Additionally, staff, faculty, students and temporary staff who have a business need to reconcile, query, process, review and/or approve Corporate Travel & Entertainment (CTE) card, and Instant Card expense transactions are eligible for a CruzFly account.

The following CruzFly Account Types are available:

Expense Reporter (CTE/Instant Card Cardholder/traveler/expense owner)
Student Expense Reporter (Student traveler/expense owner)
Expense Approver (Budget Approver and/or Food & Entertainment Approver)
Initial Approver (Expense reviewer/approver, not tied to delegated budget approval authority)
Delegate Expense Reporter (Submits on behalf of a student, CTE/Instant Card Cardholder, traveler, or expense owner)

For more information on account roles and responsibilities, please see the Separation of Duties guide.

Training

CruzFly account access does not require training to obtain an account. Resources and support are available. See the CruzFly Training page for details, and contact cf-training@ucsc.edu with any questions.

Authorization

Each division and/or unit has one or more management staff with delegated authority to authorize creation or modification of CruzFly accounts. This delegation is based on campus roll-up Organization Codes. The CruzFly Authorizer for a division/unit must sign all CruzFly Authorization forms for that division/unit. In their absence, the Senior Officer for the unit/division may sign. CruzFly Access Authorizers can be found on the CruzBuy/CruzFly Access Authorizers page.

CruzFly Account Forms

Two forms are needed to request a new CruzFly account.

Notification will be sent with any required actions, and/or login information and resources once your account is ready.

CTE and Instant Card Cardholders will have accounts set up automatically when their CTE or Instant Card cards have been issued. To request a new CTE card, complete the CTE User Agreement Form. To request an Instant Card for use in place of a cash advance, complete the Instant Card User Agreement form.

Modifying an Existing Account

Please complete the CruzFly Account Authorization Form and obtain appropriate signature authorizations. You will be notified via email when the request has been implemented.

Closing an Account

To inactivate your own or another's account because they are leaving their position, please notify ITS Support Center via the ITS Request system. They can also be contacted by phone, 459-4357, or by emailing help@ucsc.edu. They will notify all business systems to close accounts as directed.

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Before You Start

Consult your Budget Analyst (or management) about what Fund, Org, Account Code and Activity Code to use for your trip or event.

Know who the Initial Approver is for each expense report. This approval step may be similar to the Tier 1 approval step in other processes.

Gather all receipts for the event or trip. For multiple trips and/or events, group receipts by trip or event since a separate expense report is needed for each.

Scan and Upload receipts from a computer, or take a picture on a smartphone and email them to receipt@ca1.chromeriver.com to appear directly in your CruzFly account.

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Launching and Logging into the CruzFly Application

Start by navigating to https://cruzfly.ucsc.edu.

Click the Launch CruzFly button.

Enter your CruzID and CruzID Gold password then click Log In:

If you do not know your CruzID Gold password, the ITS Help Desk can assist you at help@ucsc.edu or 459-4357. More helpful CruzID Gold information is available here.

Once you have successfully logged in the CruzFly Dashboard will appear.

CruzFly uses CruzID single sign on. The below screen is shown when you do not yet have an active CruzFly account. Accounts are created with a completed CruzFly Account Authorization Form and you will be notified when your account is ready. See Getting An Account for more information.

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Delegates

What is a Delegate?

A Delegate can create and submit expense reports on behalf of someone else. Delegates are given access to their delegators’ account and dashboard, and can submit reports to reconcile their Delegators’ expenses. Delegates would also receive any system generated emails pertaining to those expense reports, for example, if they were adjusted or returned. The Delegator will receive an email notification from the system, alerting them that their approval is needed before the expense report is routed to the Initial Approver selected. Only current users are able to be established as Delegates.

An example of a Delegate would be if Professor Smith has an assistant that submits an expense report on their behalf. Professor Smith would assign their assistant as a Delegate following the instructions below. The assistant would submit the expense report on Professor Smith's behalf. Professor Smith would receive the expense report to verify the expense report is accurate, and approve the expense report to be submitted to the initial approver.

Students are required to provide a Delegate when requesting a CruzFly account.

How to set up a Delegate for your account

In the top right-hand corner, click on your name, and select "Account Settings."

On the left panel, select "Delegate Settings", and "Add New Delegates", and search for and choose your Delegate’s name.

CruzFly Delegates Adding New Delegates style=

There is no time limit for a delegation. Expense owners can remove a delegate by clicking the "X" next to the Delegate's name in Delegate Settings.

How to submit expense reports as a Delegate

Upon logging in, the Delegate will see the Delegator’s name when clicking on their own name in the upper right corner. The number next to the name of the delegator indicates the number of CTE or Instant Card card transactions in their eWallet currently awaiting reconciliation.

Upon clicking on the Delegator’s name, you will be taken to their CruzFly account dashboard and be able to submit expenses on their behalf. It is best practice to document that you're submitting on another user’s behalf in the comments or description sections of the expense report.

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Unreconciled Transaction Email Notifications

The CruzFly system will send automated weekly reminders to users that have CTE Card or Instant Card transactions awaiting reconciliation. These messages will list transactions that are awaiting reconciliation in your CruzFly eWallet. These messages also contain a reminder that expense reports should be submitted and approved within 30 days of the US Bank statement date.

Below is an example of the system reminder email. "Report" will display as "none" if there is not yet a draft expense report that includes that expense, or it will display the name of the associated draft report. "Description" will include the bank transaction date, along with the expense type.

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Overview

Receipts are required to provide corroboration for many types of expenses. Other types of documentation such as guest lists or conference agendas may also be required. These supporting documents can be uploaded to CruzFly directly from a computer, or sent to the system via email. Using a smartphone to take a picture of a receipt as soon as it is received and promptly emailing it to CruzFly can help avoid the potential for lost receipts.

Multiple attachments can be added to a single transaction. This can be useful if additional documentation is needed, or if a receipt is not combined into one page or file.

For more information about receipt and documentation requirements follow these links:

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Adding Attachments Method of Uploading

The recommended method of attaching receipts or additional documents to an expense is to attach them directly to the expense tile for the specific transaction. This is located at the bottom of the form in the Attachments section. You can drag and drop an attachment into that area, or upload attachments from your computer or from the Receipt Gallery.

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Receipt Gallery

Upload receipts to the Receipt Gallery. To access the Receipt Gallery, click the “Hamburger” (3 horizontal lines icon) in the top left corner of the Dashboard. Choose the eReceipts option.

Click for Tip about Receipt Images

Receipt images must be uploaded as a PDF, JPG, PNG or TIFF file.
Maximum file size allowed is 10MB. (JPG and PNG files must be a minimum of 50 kb)

Receipts can be uploaded from your computer or a smartphone using the “Snap and Send” feature. Take a photo of the receipt and email it to receipt@ca1.chromeriver.com. Emailed receipts will be available in the Receipt Gallery. (This process may take up to 10 minutes.)

Emailed receipts must come from an email address registered with CruzFly. Each user has their @ucsc.edu address automatically registered. See Adding an Alternate Email Address for instructions on how to register another email address.

When uploading receipts, CruzFly will scan the receipt and attempt to read the dollar amount and expense type. This can occasionally be inaccurate, but for CTE Card or Instant Card transactions the amount of the actual transaction will override an inaccurately scanned amount once the receipt is added to the transaction. For out of pocket expenses, the Spent amount entered on the expense can be edited when entering the expense details.

If necessary, the expense type can be changed by clicking on the incorrectly labeled expense tile and choosing the correct expense type from the available choices.

Pro-Tips:

When emailing receipts to receipt@ca1.chromeriver.com, expense owners have additional options that may assist in the process of creating expense reports, especially when in possession of numerous receipts.

To override the scanned dollar amount, replace the subject line of the email with an amount (including dollar sign). That total will override the amount scanned. This may be useful if the receipt includes tips, subtotals, or if the total on the receipt is not legible, and will assist with matching the receipt to the associated credit card transaction in your eWallet.
To have the emailed receipt(s) automatically added to the header of a draft expense report, replace the subject line of the email with the 12 digit CruzFly Report ID #. The receipt(s) will show at the header level of the referenced expense report.
To add a note, or text, to the expense description, place “#note” at the beginning of the body of the email. The system will include the first 1,500 characters of your message in the Description field of the receipt.

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Uploading Additional Documents

Depending on UC Policy, or specific department business processes, additional documentation may be needed for specific expense types. Additional documentation and information may include guest lists, meeting or conference agendas, flyers, etc. These documents can all be added in the same manner in which a receipt would be added, either as an attachment to a specific transaction, or as an attachment to an expense report. Instructions on uploading receipts apply to additional attachments as well.

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Merging Receipts with CTE or Instant Card Transactions

While in your eWallet, click ALL. This will display all credit card transactions and uploaded receipts. Drag and drop the appropriate receipt into the matching credit card transaction. (By consolidating (aka merging) them now, there will be no need to upload them to your expense report later.)

Merging Receipts with CTE Card Transactions

When all of the transactions have been matched with a receipt, jot down the range of dates for the transactions to be reconciled in your eWallet and return back to the Dashboard. These dates will be used when creating a new expense report.

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Lost or Missing Receipts

If a receipt is lost or missing for an expense that requires a receipt to be included along with the reconciliation, the Lost/Missing Receipt Form should be completed. The form should be routed through Docusign (outside of CruzFly) to obtain all necessary signatures/approvals, and then be attached to the CruzFly expense report in lieu of an actual receipt.

The form can be found here:

Lost/Missing Receipt Form

For more information on missing receipts and requirements for Travel, please refer to the Receipt and Documentation Requirements Section of the Travel Guide.

For more information on missing receipts and requirements for Entertainment, please refer to the Required Supporting Documentation section of the Entertainment Guide.

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Adding an Alternate Email Address

Your @ucsc.edu address is automatically registered in CruzFly. If you use a different email account on your smartphone or other device and would like to upload receipts from there, that address must be linked to your CruzFly account.

Click on your name in the upper right corner of the Dashboard, then click on Settings.

Receipts Gallery

Click on Add Alternative Emails.

Receipts Gallery

Enter the alternate email address to register the click Add.

A confirmation email will be sent to your @ucsc.edu email address to verify the request. Click the link in the confirmation email within 24 hours of receiving it for the alternate email address to be connected to your CruzFly account.

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Creating Your Expense Report Header

Click CREATE in the Expenses section of your account dashboard to create a new expense report.

Fill in the report header page with your information.

When reconciling by event or trip, enter a descriptive name for your report. Next, enter the date range of the transactions you are reconciling in the Start Date and End Date fields. (These dates refer to the transaction dates of the included expenses and may not match the exact trip/event dates.) Enter a Business Purpose (must be at least 5 characters). Indicate whether travel and/or entertainment expenses are included in the expense report. If travel is included, select the Trip Type and enter the Destination. Expenses Filled

*For virtual conferences (via Zoom, etc.), the destination of travel should be considered the location that the conference was virtually attended, most likely the remote work location or office location (e.g. Santa Cruz, CA, Scotts Valley, CA). If an agenda is provided for the conference, attach a copy when submitting an expense report.

If entertainment is included, an Event Host Certification Form must be attached if required for your entertainment type. For more information on which entertainment types require a Host, please refer to the Entertainment Guide. If Part (or all) of the event was paid for by donation and/or Event attendees includes relatives, the associated checkboxes must be checked if pertinent. This will determine the need for Top Level Approval.

Search for your Initial Approver. If the intended Initial Approver does not populate upon searching, their CruzFly account needs to be established or modified. See Getting An Account for more information.

SAVE the report header (upper right corner). This creates an expense report number visible in the lower left corner of the screen:
Approval

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Adding Out of Pocket Expenses to Your Expense Report

To add an out of pocket expense item to your expense report, first create your Expense Report Header. Next click ADD EXPENSE in the middle of the screen, or the plus (+) sign at the top of the screen.

Click CREATE NEW to add an out of pocket expense to the report.

After clicking on the TRAVEL or ENTERTAINMENT tiles shown, you will see the available options within each category and can select the appropriate expense type.

The above method is recommended for adding out of pocket expenses to your expense report, although receipts may also be used to create a new out of pocket expense. To do so, after clicking on Add Expense, add an existing receipt from your Receipt Gallery to an expense report. Be aware that the scanned amount may need to be adjusted if the receipt was not accurately scanned.

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Categorizing Your CTE or Instant Card Expenses

Go to your E-WALLET and click CREDIT CARD. All unreconciled transactions will be in your CruzFly Account, typically arriving 2-4 days after the transaction occurs. Some will be categorized already and others will have a “?”. Check those that have been categorized and make any changes necessary. Choose a correct category for those with a “?” as well. Click the tile and it will display all the category options.

After clicking on the TRAVEL or ENTERTAINMENT folders shown, users will see the available expense types within each category.

Travel and Entertainment related Account Codes are available on their associated expense types. See Account Codes for more details.

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Adding CTE or Instant Card Transactions To Your Expense Report

From your eWallet located on your account dashboard, click CREDIT CARD ITEMS. Once CTE or Instant Card transactions have been categorized as the appropriate expense type, check the box of the transaction that you want applied to an expense report and click the ADD TO REPORT button in the top right corner.

If you have draft expense reports pending, a screen showing all unsubmitted reports will be displayed. Select the appropriate draft report, or “Create a New Expense Report”, to add the selected transactions to the report.

To add a transaction from within an expense report that is already open and in progress, click the plus (+) sign in the middle of the screen. Be sure to add a transaction from the CREDIT CARD section to link to the transaction.

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Filling Out Your Transaction Tiles

CTE credit card transactions will be populated in the selected transaction tile with the PURCHASE DATE and SPENT amount already included. The BUSINESS PURPOSE will be carried forward from the expense report header page and may be edited. A DESCRIPTION can be entered if needed. See Account Codes and FOAPAL – Allocation for FOAPAL information.

Enter any additional required fields based on the transaction type.

Clicking SAVE (upper right corner) will prompt any relevant policy compliance messages that require action. See Policy Compliance Messages for more information. The green SUBMIT button will be activated to submit the expense report after all required information is entered.

A summary of the added expenses will be shown in the preview pane on the left side of the screen. A paperclip displayed denotes an attachment. Select a specific expense line to add comments to, or attach additional receipts or documents if needed. If all expense items are from CTE transactions, the Total Pay Me Amount would be $0.00.

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Account Codes

All transaction tiles contain a required ACCOUNT CODE field. Select the appropriate Account Code for the expense.

Account Codes are grouped into Travel, Entertainment, and Miscellaneous categories. All transaction tiles grouped within the Travel folder will allow Travel Account Codes to be used. Transaction tiles grouped within the Entertainment folder will allow Entertainment Account Codes to be used. The Miscellaneous tile is available for special circumstances outside of Travel and Entertainment (with approval from Accounting), and contains Account Codes outside of Travel and Entertainment.

If the intended Account Code is not shown as an option for a certain expense, selecting a transaction tile from a different category may be necessary (e.g. the Miscellaneous Travel tile instead of the Miscellaneous tile.) If multiple Account Codes need to be applied to a single expense, the ITEMIZATION tile should be used.

Travel Account Codes are available on the following transaction tiles:

Entertainment Account Codes are available on the following transaction tiles:
Summary of Expenses

Miscellaneous Account Codes are available on the Miscellaneous tile:

Below is a full list of Account Codes currently available in CruzFly.

Travel Account Codes:
004100 - Travel - Conf Reg Fees
004300 - Travel - In State
004320 - Travel-In State-Conferences
004350 - Student Travel
004360 - Outreach Travel
004400 - Travel - Out of State
004420 - Travel-Out of State-Conferences
004460 - Travel-Foreign
004480 - Travel
CG1180 - C&G/Participant Support-Travel
CG1185 - C&G/Participant Support-UndocTravel
CG4100 - C&G Travel-Conf Reg Fees
CG4310 - C&G Travel-Domestic-In State
CG4410 - C&G Travel-Domestic-Out of State
CG4470 - C&G Travel-Foreign
CG4480 - C&G Travel - Conf Reg Fees Foreign

Entertainment Account Codes:
001250 - Entertainment-Employee Morale Bldg
001251 - Entertainment-Academic Activities
001253 - Student Programming Events
001270 - Business Meetings
001271 - Entertainment Events-Hospitality
001272 - Employee on the Job Meals
001273 - Student Outreach Events

Miscellaneous Account Codes:
000010 - Supplies-Not Otherwise Categorized
000030 - Office Supplies
000040 - Pre Printed Forms/Letterhead
000050 - Printing-Forms, Stationery,etc
000060 - Computer supplies (not software)
000070 - Computer Software Licenses/Rental
000072 - Computer Software Rental
000073 - Computer Software Maintenance
000080 - Copier, Printer Supplies
000100 - Theatrical Materials & Supplies
000150 - Production/Event Materials
000200 - Exhibition Materials & Supplies
000250 - Bulk Food Supplies
000300 - Outbound Freight/Mailing Costs
000400 - Paper Stock
000420 - Musical Instruments
000440 - Athletic Equipment
000450 - Costumes
000500 - Library Materials(Non-Inventorial)
000510 - Classroom&Training Supply/Materials
000511 - Testing Materials
000520 - Publications and Other Media
000530 - Video Tapes
000550 - Library Book Binding
000700 - Fertilizers & Pesticides
000760 - Tools
000765 - Parts
000800 - Chemicals-Organic/Inorganic
000810 - Laboratory Supplies
000815 - Field Supplies
000820 - Glassware & Ceramics
000830 - Scientific Instruments
000850 - Dry Ice
000860 - Compressed Gases
001000 - Services-Misc
001120 - Prize/Award Payment
001140 - UC Funded (Hosted) Activities
001150 - Staff Development/Training
001180 - Custodial Services
001190 - Laundry Services

001200 - Memberships - Fed Chargeable
001205 - Subscriptions
001210 - Memberships -Non Fed Chargeable
001220 - Advertising (Federally Chargeable)
001230 - Advertising - Recruitment
001240 - Advertising (Not Fed Chargeable)
001260 - Services-Not Otherwise Categorized
001262 - Software Subscription or Cloud Serv
002200 - Tel Monthly
002250 - Recharge Calls
002270 - Cellular Charges
002300 - Postage
002340 - Express Mail Services
002550 - Photography & Photo Processing
002570 - Printing - Publications
004640 - Vehicle Fuel Charges
005000 - Medical Supplies
005010 - Medical Services
006040 - Equipment Maintenance Contracts
006050 - Equipment-Copier Maint. Contracts
006070 - Computer Maintenance
006080 - Equipment - Non Inven <$200
006085 - Equipment-Non Inven $200 - $1499
006090 - Equipment-Non Inven $1500 - $4999
006100 - Furniture (non-inventorial)
006120 - Equipment Rental
008020 - Electricity
008030 - Water & Sewer
008040 - Natural Gas
008050 - Fuel Oil
008060 - Propane/Butane
008260 - Electrical Supplies
008270 - Plumbing Supplies
008280 - Painting Supplies
008285 - Glazing Supplies
008290 - Janitorial Supplies
008295 - Repairs & Maint - Misc. Supplies
008350 - Facility-Rental of Space
008380 - Professional Fees - Other
CG1190 - C&G/Participant Support-Non-Travel
CG1196 - REU Non-Stipend, Exempt
CG4610 - C&G Travel-University Garage Charge

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FOAPAL – Allocation

In the FOAPAL/Accounting Codes (Allocation) section of each transaction tile, enter the appropriate ORG, FUND, ACTIVITY. Account Code will be entered above the FOAPAL/Allocation section. See Account Codes for more details.

If an additional transaction is added to the same report, the ORG, FUND, ACTIVITY combination used on the first transaction will automatically carry forward to apply to the newly added transaction, and can be edited if needed.

If an Activity Code is not needed, select "No ACTIVITY Code”, which will be the first option listed.

You may search for the appropriate ORG, FUND, or ACTIVITY by name or number, and it will populate in the associated field. Once a specific ORG code has been used, it will be shown and available to be easily applied to future expenses.

Multiple FOAPALS

To split an expense among multiple FOAPALS, use the ADD ALLOCATION function. After entering the first ORG-FUND-ACTIVITY, click ADD ALLOCATION. Multiple Allocations can be added, and the expense can be divided among Allocations however indicated. The expense will route to the appropriate approvers for all included Allocations. If multiple Account Codes need to be applied to a single expense, the ITEMIZATION tile should be used.

Presets

To save a commonly used Allocation (ORG-FUND-ACTIVITY) to easily use on future expense reports, create a “PRESET”. After entering the ORG, FUND, ACTIVITY, click “CREATE PRESET”, then provide a name for your preset and click CREATE. The saved preset will then be available to apply to future expenses by clicking “PRESETS”, and will populate the ORG, FUND, and ACTIVITY automatically. Adding a PRESET will replace any previously entered ORG, FUND, and ACTIVITY.

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Personal Auto Mileage Reimbursement

Reimbursement for Personal Automobile Mileage is processed through the use of the Personal Auto Mileage expense type, found in the Travel expense folder. This expense type includes an integrated map tool to calculate mileage. The map is included as an attachment on the expense, eliminating the need to separately obtain and attach the map image for your trip.

The mileage reimbursement rates are dependent upon the Purchase Date entered, and connect to the associated IRS mileage rate based on that date. These rates are maintained in CruzFly, and will be used in the calculation to determine the amount you will ultimately be reimbursed.

Use of the Calculate Mileage tool is highly encouraged to easily capture your trip details. Multiple destinations can be added with the Add Destination function, and the Return To Start option can be used to indicate round trip travel. The map route can be edited by dragging the route shown if needed. Actual addresses or the destinations can be entered, and recently used locations will be saved and readily available for future trips.

After clicking Save Trip, your reimbursement amount will be calculated in the Spent field, and the Description field will display the route details as entered in the map.

The Deduction feature is available if the amount or distance needs to be reduced from the calculated mileage. This would be appropriate if the requested reimbursement amount needs to be reduced by any amount due back to the UC Regents, as determined by other expenses included in the same expense report.

For example: If a traveler uses a CTE Card for their travel meals and exceeds their daily travel meal allowance by $5, a $5 deduction can be included on a Personal Auto Mileage expense on the same expense report. This would eliminate the need to repay the UC Regents for the overage. Clarification should be provided in the description of the expenses.

Trips greater than 300 miles will trigger a policy message requesting more clarification on the details of the trip, and a cost comparison should be included if appropriate.

For more policy information, see the Personal Automobile Usage section of the UCSC Travel Guide, and contact travelhelp@ucsc.edu with specific policy questions.

Tip: To quickly add multiple Personal Auto Mileage expense line items to an expense report, use the Duplicate tool after entering the first Personal Auto Mileage item. After clicking on a Personal Auto Mileage expense in your report, click on the three dots in the top right corner, and then the Duplicate option will display. Once the expense is duplicated, the only remaining steps would be to simply edit the Purchase Date and the Calculate Mileage trip details through the map as needed.

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Itemized Lodging – Individual or Group Transactions

Itemizing is required for travel lodging expenses using the Itemized Lodging – Individual or Group expense tile. After filling out the form with the requested details, FOAPAL information, and attachments, click ITEMIZE in the top right-hand corner.

The lodging expense needs to be categorized into the available itemization tiles. The entire transaction amount needs to be accounted for and categorized into the available lodging expense categories, so that the “remaining” amount shows as $0.00.

The transaction amount could be attributed entirely to "Hotel-Lodging", or divided among the available categories such as "Hotel -Taxes/Fees", “Hotel – Parking”, etc. Upon choosing a category, another form will appear that needs to be completed, including the SPENT field which indicates how much of the total charge should be attributed to that specific itemization tile.

When itemizing the “Hotel-Lodging” portion of the transaction, use the Calculate tool to determine the allowable total for the destination and length of stay. If any of the nights charged exceeds the allowable nightly rate for the destination, check the box to indicate that the expense exceeds the allowable rate. You’ll then be prompted to explain the reason for the overage, and Accounts Payable will contact you if further information is required. See the Travel Guide for related policy information.

In the expense items area of an expense report, the Itemized Lodging – Individual or Group tile will include an arrow, and once clicked, you will see the itemization details for that single transaction.

If meals are included as part of a lodging transaction amount (room service, hotel restaurant etc.), the “Hotel Meals – Itemized” itemization tile should be used. Be sure to enter the actual meal date in the Purchase Date field to properly factor the purchase into the allowable daily total for meal and incidental expenses.

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Itemization

If a single transaction should be split among more than one transaction tile and/or Account Code, the Itemization tile may be used.

After completing the Itemization tile with the requested details, click ITEMIZE in the top right-hand corner.

The entire transaction amount needs to be accounted for and categorized into the available expense categories, so that the “remaining” amount shows as $0.00.

Upon choosing an expense category, another form will appear that needs to be completed, including the SPENT field which indicates how much of the total charge should be attributed to that specific category. The transaction amount can be divided among the available expense categories as needed, and the Account Codes available will differ based on the type of expense selected (Travel, Entertainment, or Miscellaneous). If multiple Account Codes need to be applied to a single expense category (Miscellaneous Entertainment, for example), more than one itemization tile can be used from that category.

In the expense items area of an expense report, the Itemization tile will include an arrow, and once clicked, you will see the itemization details for that single transaction.

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Guest Lists

Certain expense types, such as group travel meals or entertainment meals, will require guests to be added. This may also be an Accounting policy requirement or a requirement within your department for certain expenses. Adding guests can be done manually, or by uploading a CSV file. For department specific requirements, an attachment can also be added with a guest list.

For these purposes, "Internal" refers to active CruzFly users/approvers, and "External" refers to anyone not in the system. (Not to be confused with University affiliation.) All guests will be considered “External”, unless they have an active CruzFly account.

Manual and CSV file attachment methods are available for adding guests. For a large number of guests, or events where the same attendees will be used, our CruzFly Guest List Generator tool is recommended.

Manual:

For “Internal” guests (CruzFly users), choose “Internal” from the guest dropdown menu, and begin to type the name of the user. CruzFly will populate the available results below the search field. Clicking on the username will add the name to the guest list. If the name is not showing as available, the guest is not a CruzFly user and should be added as an External guest.

For “External” guests (non-CruzFly users), choose “External” from the guest dropdown menu. Click on “Add New External Guests?”. Enter the First Name, Last Name, Title, and Company Name, and click ADD. After adding an External guest, they will then be available for future expense reports as an existing External Guest in the “Add Guests” field.

CSV file attachment:

For larger guest lists (CruzFly has a 100 guest maximum), attaching a CSV file is an available option to upload guests directly to the report rather than manually entering each guest’s information. Note that the uploaded file will replace any guest information already present on the expense (including the name of the user entering the information).

Preferred Method: Creating a CSV file with our Guest List CSV Generator

Use the CruzFly Guest List Generator to easily download a CSV file to your desktop, and upload to CruzFly. Save for repeated use, if applicable.

Advanced Method: Editing a CSV file template

For internal guests (active CruzFly users) only the login name, which is the same as the beginning of their UCSC email address, is needed.

External guests will need the 4 columns filled out labeled: Firstname, Lastname, Title, and Company.

Optionally, an expense amount may be specified for each guest. If no amounts are given, the expense line-item amount will be divided evenly among all guests. The amounts may also be adjusted after the guests are loaded.

A maximum of 100 guests can be added with a csv file attachment. Do not put commas in the csv file or an “Invalid File Format” error will occur.

Download a sample csv file here:

Internal + external guests version

External Guests only Guest Lists

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Submitting a Report

To submit an open expense report, click SUBMIT in the lower left-hand corner of the Expense Report.

To submit a Draft or Returned Expense Report, select the Expense Report and click SUBMIT in the upper right-hand corner.

After clicking SUBMIT, you will be prompted to certify that the expenses are correct and for legitimate business purposes.

Clicking SUBMIT again will send the report to the first step in the approval routing process.

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Removing and Deleting Items or Reports

How to delete an expense report

To delete an entire expense report when it is in the draft stage, select “delete”. If the expense report has already been submitted, select “recall” to return the report to the draft stage before deleting. Associated transactions or receipts will be returned to your eWallet.

How to remove a transaction within an expense report

From the dashboard, select the “draft” tab from the expense ribbon. Choose the expense report to edit, and select “open”. The items/transactions will appear on the left side of the screen. Choose the item with the transaction associated with it to delete and select “delete”. The transaction will then be returned to your eWallet.

How to remove an attachment

To remove an item within a transaction, click on the item (receipt/transaction) and click the paperclip with the red “X” in the top left corner of the receipt picture.

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Policy Compliance Messages

A breach of policy will trigger a warning or violation message when you click SUBMIT.

A compliance warning indicates that additional information is required before the expense can be submitted for approval and processing. Compliance warnings may be encountered when saving a line item or when submitting an entire expense report for approval.
- Respond by either modifying the data (if there is an error) or replying to the warning.
- If a reply is required, click in the section labeled "Add response" and enter your reply.
- Click POST to update and close the compliance warning message.
A compliance violation indicates that the expense cannot be submitted for approval based on UC and state travel regulations. A compliance violation may be encountered when saving a line item or submitting an entire expense report for approval.

If there is an error within the data provided, the SUBMIT button will be deactivated. You will be required to make any necessary changes before you can submit the expense.

Expense Report Date Violation

If you see the above violation message when attempting to SUBMIT your expense report, transactions are included that are dated outside of the Start Date and End Date range of the report. To correct this, edit the report header dates to surround all transaction dates of the included expenses. The Start Date and End Date entered on the expense report header must encompass the transaction dates of all included expenses, even if the duration of the trip or event does not match the dates entered. Airfare, Conference/Seminar Registration Fees, and Lodging expenses are exceptions to this rule since they are often purchased in advance. Transactions for these expense types may be dated outside of the Start Date and End Date range.

Some Policy Compliance Messages will display for expenses that exceed the established allowable amounts for Lodging or Meals and Incidental Expenses. These instances may require proof of reimbursement to the UC Regents for the overage prior to approval from Accounting. The Card/Cash Repayment Form should be included as an attachment in the reconciliation of these expenses. The form can be found here:

Card/Cash Repayment Form

The Card/Cash Repayment Form should be routed outside of CruzFly to obtain all necessary signatures/approvals, and then be attached to the expense report. A comment should also be made on the expense report indicating that the overage has been repaid.

Please reach out to ctecard@ucsc.edu for more information on the repayment process and form.

Top-Level Approval Warnings

Certain expense information entered will trigger policy warning messages indicating that Top Level Approval is required for the Entertainment expense. Top Level Approval should be obtained via email outside of CruzFly, and a PDF of that emailed approval should be attached to the Attachments section of the expense item or report. A comment can be posted in the response area of the warning message to confirm that Top Level Approval is attached. Expense approvers will see the warning message and the response and can confirm prior to approving. For related policy information, please see the UCSC Entertainment Guide and contact entertainmenthelp@ucsc.edu with any questions.

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Accidental CTE Charge or Fraud

NOTE: Since the charge occurred and was paid on a UCSC CTE card, an expense report is still required to clear the charge from the EWallet in CruzFly and post to the department's ledger.

If a CTE card was used for a purchase in error that was supposed to be charged to a Pro-Card or personal credit card:

Process the charge as a Miscellaneous expense, using the Account Code determined by your Business Office. In the report name and/or business purpose field, note that it was intended to be a Pro-Card charge or personal charge. Personal charges will require reimbursement from the cardholder through the Card/Cash Repayment Form. The Card/Cash Repayment Form should be routed outside of CruzFly to obtain all necessary signatures/approvals. Once a user obtains necessary signatures/approvals, the form must be attached to the expense report. A comment should also be made on the expense report indicating that the overage has been repaid.

Please reach out to ctecard@ucsc.edu for more information on the repayment process and form.
After the Expense Report is completed, the business office will need to transfer the expense (TOE) in FIS Banner to the correct FOAPAL if the purchase was intended to be made with a Pro-Card. If the purchase was personal, the department must be reimbursed by the cardholder.

If a fraudulent charge occurs:

*Immediately notify U.S. Bank @ 1-800-344-5696 to report the missing card any day/time of the week and verify your campus address for the replacement card.
*Notify the CTE Administration team with an email to ctecard@ucsc.edu.
US Bank will send a credit for the same amount once the incident has been reported. The credit should be processed (ideally in the same expense report) to offset the fraudulent charge.
Process the fraudulent charge as a Miscellaneous expense, using the Account Code determined by your Business Office. In the report name and/or business purpose field, note that it was a fraudulent charge and a credit is forthcoming. If the credit has been received, it should be included in the same expense report.

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Tracking Expense Reports

Once the expense report has been submitted, it will appear in the list of Recently Submitted Expenses. From here, you can track its progress through the approval routing process by clicking the report to highlight it. This will display a summary of the report. Click TRACKING above this display.

The tracking screen displays such details as the currently assigned approver(s), the routing status, and the routing steps that must be completed.

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About CruzFly Approvals

In CruzFly, there are four possible levels of approval for Out of Pocket Reimbursement, and CTE Reconciliation. To request any of the following roles, please complete the CruzFly Account Authorization Form:

Initial Approver - This is the first level of approval, and it is mandatory. Generally, Initial Approvers are reviewing and confirming that the expenses are appropriate business, or research related expenses. Initial Approver does not have any budgetary authority. Units can designate any staff to be a CruzFly Initial Approver. This is a flexible approver role, and it is the department’s responsibility to enforce the purpose of the Initial Approver. It could be a variety of positions depending on the unit’s needs: it could be equivalent to the unit's current Tier 1; it could be a Research Accountant; the expense reporter's actual supervisor; or any other person who has a business need to review the expense report prior to processing. Expense reporters will need to know who to indicate as Initial Approver when they fill out their reports.
BA Approver - Second level of approval. BA = Budget Approver. The predecessor (level 4) organization code associated with the org code used on the expense report determines which budget approval queue the expense report is assigned to for approval. Within each BA queue, there are two levels of approval that can be assigned to each approver: up to $5000 and over $5000. This is equivalent to the Org Approver in CruzBuy. Units will designate who the BA approvers should be in CruzFly.
FE Approver - Third level of approval ONLY for Food & Entertainment expenses. FE = Food & Entertainment. Like Budget Approval, the predecessor (level 4) organization code associated with the org code used on the expense report determines which Food & Entertainment approval queue the expense report is assigned to for approval; but only if the expense being reported is Expense Type = Entertainment. If the Expense Type is not Entertainment, this approval level is skipped. Within each FE queue, there are two levels of approval that can be assigned to each approver: up to $1000 and over $1000. This is equivalent to the F&E approver in CruzBuy. The same structure is used for both the CruzBuy F&E and the CruzFly FE queues, which are all based on the Food & Entertainment Policy Delegation of Authority documents that are maintained by Accounting.
BA and FE Approvers are based upon the Org used on the expense report. BA and FE approvers are grouped by the predecessor (Level 4) Org associated with the org code on the expense report. For example, if org 660204 is used, it will route to approvers associated with level 4, 2681.
BA and FE Approvers are maintained at a higher rollup than the data enterable org. This is a current technical system limitation. For changes to your approval queue setup please complete the CruzFly Account Authorization Form.
AP Approver - Last level of approval. AP = Accounts Payable (FAST). This is the final review step within Accounts Payable. It is equivalent to the Purchasing office approval in CruzBuy.

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Approving or Returning an Expense Report

When you log in to CruzFly, you will see a yellow notification bar at the top of the Dashboard. The number of reports awaiting approval is listed under Approvals Needed.

You may also access your approvals by clicking the collapsed MENU button in the upper left-hand corner. The number of reports awaiting approval is displayed in a yellow circle on the Approvals tab.

The Approvals Needed list displays all the expenses awaiting approval. Information includes the Expense Owner name, Report Name, Report ID, Submit Date and the Amount.

On this screen, the red triangle with an exclamation point icon will display when the expense report contains policy compliance issues that Approvers should pay special attention to. Open the expense report to review the specific expense items that contain the compliance issues. See Policy Compliance Messages for more information.

After clicking on an expense report, a report summary will display on the right hand side of the screen. This displays an important overview of the expense report, including who submitted the expense report, where it is in the approval process, who prior approvers are, and a summary of the expenses included. It is highly recommended to Open the report to fully review all included expenses, attachments, and details.

After opening the report, the expenses can be fully reviewed in full detail. The report can then be Approved or Returned to the expense owner for any further information or edits needed.

Returning a report requires a comment to be entered, which will be included in the email notification to the expense owner alerting them that the report has been returned. The necessary edits can be indicated in the return comment.

Approvers can also Adjust most expenses in progress, without needing to return them to the expense owner. See details on Adjusting here.

Reimbursement Requests

It is important to note that the summary screen also indicates if an expense owner is requesting an Out of Pocket reimbursement. An approver will see the REIMBURSEMENT REQUEST INCLUDED message that was displayed to the expense owner that required their confirmation, as well as the Amount Due Employee field in the Financial Summary section.

Tracking Approval Items

Since many approvers act in more than one CruzFly approval role (Initial Approver, Budget Approver, or Food & Entertainment Approver), they may see expense reports in their approval queues at more than one workflow step. It is important to know how to determine where in the approval process an expense report is when it's displayed in the queue. The Rule Description will clarify the workflow routing rule, such as "Route to Initial Approver", or "Route to Budget Approver" etc.

For example: If Sally is a Budget Approver and a Food & Entertainment Approver over a specific level 4 Org code, she will see an expense report that contains entertainment expenses in her queue multiple times: once when it’s routed to the Budget Approval queue, and again when it’s routed to the Food & Entertainment Approval queue for that specific level 4 Org.

For Budget Approval and Food & Entertainment approval queue items, an expense report may be shown in your Approvals section that is simultaneously shown in the accounts of other designated approvers. These expense reports may not require your action depending on your business process. Identifying their current pending location will be extremely helpful. See About CruzFly Approvals for more information.

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Modifying or Reassigning an Expense Report

Modifying Expense Reports

As an approver, you can modify the FOAPAL elements of the expense report without the need to return the report to the Expense Owner. This includes the Account Code that is applied to each included expense. Expense types can also be edited if necessary.

For out-of-pocket expense reimbursements, the Approved amount can be adjusted if the reimbursement should not equal the requested Spent amount.

To modify expenses within an expense report, first OPEN the report from the APPROVALS section.

Click on the expense item that needs to be modified, and click ADJUST.

This will require an explanation of the reason for the adjustment, and will allow the option of notifying the Expense Owner.

The FOAPAL elements can then be adjusted by editing the existing details in the Account Code field or in the FOAPAL - Accounting Codes(Allocation) section. If the expense type needs to be edited, click on the image next to the expense type (e.g., the airplane image for Airfare expenses), and select the appropriate expense type for the transaction. After all edits have been made, click SAVE and SUBMIT.

Adjusting Out of Pocket Reimbursement amounts

Approvers have the ability to adjust the reimbursement amount being requested by an Expense Owner. This is done by changing the Approved amount when adjusting the expense. The amount ultimately paid to the Expense Owner will equal the Approved amount.

Reassigning Reports

If another person (adhoc approver) should review the expense report prior to you approving it, or if the report was incorrectly assigned to you, you may reassign the report by clicking the 3 dots next to the Approve button at the top right side of your screen. This activates a REASSIGN. Clicking REASSIGN will display two boxes: Search for Name which allows you to find the person you would like to reassign the report to; and Item Notes which allows you to enter a reason why you are assigning it to this person.

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Approval Filters

Some approvers may be assigned expense reports along multiple steps in the approval process of an expense report. An Initial Approver, for example, may also be in Budget Approval or Food & Entertainment queues, causing the expense report to remain in the Initial Approver's approval queue even after it was approved at the Initial Approver level. Adding filters to the “Approvals Needed” approval queue will help determine which reports are assigned to approvers at the various queues.

“Assigned to Me Directly” filter:

To see reports that are only assigned to you:

From the "Approvals Needed" ribbon, click on the filter icon in the upper right corner, and select "create new filter".

Then click "Add Filter Type", choose "Assigned To Me Directly", enter a name for the filter, and click "Save".

Then, by clicking on the filter icon again, you can select the filter you've just created. This will then show only the reports that are assigned to you personally.

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Viewing Items You Have Approved

Inquiry Report - My Expense Approval Items

All CruzFly users who approve expense reports will be able to view a detailed history of their approval action items. This can be found in the “Inquiry” reporting section from the hamburger menu of your CruzFly account.

Under the “Expense” Category, the “My Expense Approval Items” report will show your approval actions and history, including items that have been Approved or Returned to the expense owner, and those that are still pending.

The date of approval or return is referred to as the “Action Date”, and the Date Range can be specified to include approval items from various periods. Using the “Custom” date range is recommended to view all approval items from a larger time period.

You may also choose to “Export” the report, which will produce a spreadsheet of the results that can be opened in Excel for easier viewing and filtering.

Full Column Descriptions:

Upon clicking on an individual expense item, the “Download PDF” box will appear which allows various formats of PDFs of the containing expense report to be downloaded. “Full Report with Notes and Receipts” is the recommended version since it will include all report comments and attachments.

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Emailed Report for Pending Approval Queue Items

Budget Approvers and Food & Entertainment (F&E) Approvers will receive emailed reports detailing all pending expense reports in their approval queues. These reports are scheduled to be sent weekly, and include a list of all open expense reports that are awaiting approval in a specific approval queue. The sender of these emails is CruzFly Help (cruzfly-help@ucsc.edu). Please reply to the email with any questions.

The "Queue - Level 4 Org" column contains the level 4 Organization Code that the org code (6 digit) used on the expense report rolls up to. It also indicates whether the queue is a Budget Approval (BA) or F&E Approval (FE) queue.

The types of Approval queues referenced along with the level 4 Org are as follows:

BA1 = Budget Approval queue for expense reports under $5,000

BA2 = Budget Approval queue for expense reports over $5,000

FE1 = Food & Entertainment Approval queue for expense reports under $1,000

FE2 = Food & Entertainment Approval queue for expense reports over $1,000

An example of the emailed report can be seen here:

STEP refers to the workflow step of the approval queue for the specific expense report. EXPENSE REPORT AGING will display the number of days the report has been awaiting approval at the current step. The VIEW REPORT link in column K will launch your default internet browser, and open the expense report chosen. To use the VIEW REPORT link, you must be logged into CruzFly using your default internet browser.

When opening the attached report in Excel, you will see an error message stating that the file format and extension do not match. The functionality of the emailed report requires the formatting as such, and it is safe to click YES to open the file.

The reports are emailed separately to individual members of the specific approval queue referenced. Depending on your business unit’s approval process, expenses may be shown on these emailed reports and in your Approvals section that do not require your action.

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Column	Title	Description
A	Owner Name	The expense owner that made the purchase
B	Expense Type	Determined by the user when choosing their expense. This Expense Type will also determine if F&E Approval is required
C	Matter	Level 6 Org Code used on the expense
D	Client Name	Description of the level 6 Org Code used on the expense
E	Matter Name	Level 6 Org Code used on the expense, along with its description
F	Report ID	Unique identifier of the Expense Report in CruzFly that contains the expense
G	Report Name	Name given to the expense report
H	Submit Date	Date that the expense report was submitted by the expense owner
I	Action Date	Date that the Action (Column J) was performed
J	Action	Refers to the action taken by the approver (approved, returned, or pending)
K	Approved	Approved total of expense (will display as "0" if not approved)

Financial Affairs

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Financial Affairs

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