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CruzFly User Manual

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  • About CruzFly

    CruzFly is UCSC’s Travel and Expense Management system, powered by Chrome River. It is an online application used for Travel & Entertainment reconciliation for Corporate Travel & Entertainment (CTE) Card 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 statements.

    Receipts can be emailed, uploaded, or sent from a smartphone, so travelers 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.​

    In the future, functionality will be added to the CruzFly system to allow processing of Out of Pocket Reimbursements as well. This is planned to occur after the CruzFly system for CTE Card Reconciliation has been rolled out to all campus departments. Until that occurs, the Post Travel Expense Form should be submitted for all Out of Pocket Reimbursements.

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  • Getting An Account

    Who needs an account?

    Staff, faculty and temporary staff who have a business need to reconcile, query, process, review and/or approve Corporate Travel & Entertainment (CTE) card expense transactions.

    An employee may obtain one of the following types of CruzFly accounts:

    • Expense Reporter (CTE Cardholder)
    • Expense Approver (Budget Approver and/or Food & Entertainment Approver)
    • Expense Manager (Expense reviewer/approver, not tied to delegated budget approval authority)
    • Delegate Expense Reporter (Submits on behalf of a CTE Cardholder)

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

    Training

    CruzFly account access does not require training in order to obtain an account. Resources and support are available. Contact cruzfly-help@ucsc.edu for assistance.

    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 are the same as the CruzBuy Access Authorizers, and can be found on the CruzBuy 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 Cardholders will have accounts set up automatically when a new CTE card has been issued once their department or division has been onboarded into CruzFly. To request a new CTE card, complete the ​CTE 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, and Activity Code to use for your trip or event. Account code is automatically determined by the Expense Type. When Contracts & Grants Funding is used for your trip, choose the C&G Travel Expense Type.

    • Know who the manager/other approver is for each Expense Report. This approval step is similar to the Tier 1 approval step in the current process.

    • 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 http://cruzfly.ucsc.edu.

    Click the Launch CruzFly button.

    CruzFly Launch Button

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

    cruzID Gold Authentication Screen ​​​

    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 Dashboard

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  • Account Codes

    Account Code will be determined by the expense type chosen, and is automatically applied once the expense report is exported into FIS/Banner. Account codes for Travel and Contracts and Grants Travel expense reports are also dependent upon the destination (see associated account codes below.) The associated account codes are currently used, regardless of the specific tile or expense type selected within the Travel, Student Travel, or Contracts and Grants Travel headers.

    If a department would like to use an account code that is not available in CruzFly, a Transfer Of Expense (TOE) journal will need to be processed in FIS/Banner after the CTE card transaction has been posted.

    Below is a list of all account codes currently within CruzFly.

    Travel account codes:

    004300 - Travel within California
    004400 - Travel outside of California
    004460 - Foreign Travel
    004350 - Student Travel

    Contracts and Grants Travel:

    CG4310 - Travel: Domestic - In State
    CG4410 - Travel: Domestic - Out of State
    CG4470 - Travel: Foreign

    Entertainment:

    001250 - Employee Morale Building
    001251 - Academic Activities
    001253 - Student Programming Events
    001270 - Business Meetings
    001271 - Hospitality & Recruitment
    001272 - Employee On the Job Meals
    001273 - Student Outreach Events

    Entertainment account codes are determined by the entertainment type selected.

    Accounting

    The expense type Miscellaneous is available for special circumstances outside of Travel and Entertainment (with approval from Accounting), potentially eliminating the need for after-the-fact TOEs in FIS. Within the Miscellaneous Tile, the ACCOUNT CODE field is editable, and should match the intended 6-digit Account Code associated with that expense.

    ​​​Accounting​​​ ​ ​​​

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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 report is routed to the selected Manager of the expense report. Only current users are able to be established as delegates. If you would like to set up a delegate that does not yet have a CruzFly account, email cruzfly-help@ucsc.edu for more information.

    How to set up a delegate for your account

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

    CruzFly Delegates 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 card transactions in their eWallet currently awaiting reconciliation.

    CruzFly Delegates Account Number​​​

    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 reminders to users that have CTE Card transactions awaiting reconciliation. These messages will list transactions from prior US Bank statement periods 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. These messages are currently scheduled to be sent on the 1st and the 11th of each month.

    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.

    CruzFly Delegates Account Number​​​
    ​​

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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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  • 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 Gallery

    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.

    Receipts Gallery with Receipts ​​​

    When uploading receipts, CruzFly will scan the receipt and attempt to read the dollar amount and expense type. This can be inaccurate, but ultimately, the amount of the CTE card transaction will override any inaccurately scanned amounts once the receipt and transaction are merged. If necessary, the expense type can be changed by clicking on the incorrectly labeled expense tile and choosing the correct expense type from the dropdown of 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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  • Adding Attachments Method of Uploading

    Another method of attaching receipts or additional documents is to attach them from the expense tile form for a 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.

    Adding Attachments​​​

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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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  • Categorizing Your CTE Expenses

    Go to your eWallet 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.

    Categorizing CTE Expenses ​​​

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  • Merging Receipts with CTE 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.

    Merging Receipts with CTE Card Transactions​​​

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  • Creating Your Expense Report Header

    Click NEW in the upper right corner of the home page to create your expense report.

    Creating Expense Report Header ​​​

    Fill in the header page with your information:

    Expenses ​​​

    When reconciling by event or trip, enter a descriptive name for it. 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 and may not be the exact trip/event dates.) Enter a Business Purpose (must be at least 5 characters). This can be simply “CTE card reconciliation” or can be more specific if desired. Expense Type is a drop down field with the following options: Travel, Contract & Grant (C&G) Travel, Student Travel, Entertainment, or Miscellaneous. If your CTE card statement has more than one of these expense types, multiple Expense Reports will need to be created. Expenses Filled

    When choosing Travel or C&G Travel, the following fields will display:

    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, etc.). If an agenda is provided for the conference, attach a copy when submitting an expense report.

    Choosing Entertainment Type as a drop down will display the available Entertainment Types and the associated account code charged. A Host Certification 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. Event was paid by donation and/or Attendees Include Relatives checkboxes must be checked if pertinent.

    Donation ​​​

    This will determine the need for high level approval. Manager for Approval (Tier 1) is required for all Expense Types. Drop down is searchable. Save 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 CTE Transactions To Your Expense Report

    Click the “Hamburger” (3 horizontal lines icon) in the top left corner. Choose the eWallet option. Check the boxes of all the CTE card transactions that you want applied to the Expense Report you just created. Click ADD TO REPORT button in the top right corner.

    Adding CTE Transactions ​​​

    If you have multiple draft reports, a screen showing all open reports will be displayed. Select the report matching the Header name just created. The expense report will appear with all transactions already attached.

    Adding CTE Transactions

    If you only have one draft report, the CTE card transactions checked will automatically be assigned to that report.


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  • Filing Out Your Transaction Tiles

    Each CTE credit card transaction will be populated in the appropriate expense tile with the date and amount already included. A Description can be entered if needed. Enter the appropriate FOAPAL: ORG, FUND, ACTIVITY (NOTE: The ACCOUNT Code will automatically be determined by the Expense Type.)

    Expense Tile

    Enter any additional required fields based on transaction type.

     Additional Fields Expense Tile ​​​

    Receipts that were added to the card transaction in the Merging Receipts with CTE Card Transactions section should be visible at the bottom of the screen.

    If multiple CTE Card transactions were checked, clicking SAVE (upper right corner) will prompt the next transaction tile to be displayed. If only one transaction was selected, there will be no further tiles displayed. After clicking SAVE, the green SUBMIT button will be activated to submit the transaction(s).

    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.

    Summary of Expenses​​​
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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.

    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.


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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.

    Guest Lists​​​ Guest Lists​​​

    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.

    Guest Lists​​​
    ​​​
    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.

    Submitting a Report​​​

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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.

    Expenses Expenses

    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.

    Expenses Expenses Expenses

    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.

    Expenses

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  • Policy Compliance Messages

    A breach of policy will trigger a warning or violation message when you click SUBMIT. For more information regarding compliance warnings and violations, please contact travelhelp@ucsc.edu.

    • 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.
    Compliance 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.
    Error Message

    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.


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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 to the department via a check to UC Regents. For additional information on this process, please contact ctecard@ucsc.edu.

    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.

    Expense Report Tracking

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

    Tracking Screen

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  • About CruzFly Approvals

    In CruzFly, there are four possible levels of approval. CruzFly terminology and our equivalent are:

    • Manager - This is the first level of approval. Units can designate any staff to be a CruzFly Manager approver. This could be equivalent to the unit's current Tier 1; or it could be a Research Accountant, or the expense reporter's actual supervisor, or any other person who has a business need to review the expense report prior to processing. Similar to the CruzBuy PI/Other approver (except it is a mandatory approval in CruzFly). Expense reporters will need to know who to indicate as Manager 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.

    • 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 login 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.

    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, and the Amount.

    Expenses Awaiting Approval

    You can review the entire report on the preview screen. From there, you can Open the expense report. You can also Approve or Return the report.

    • Clicking OPEN will open the expense report and allow you to review each line.
    • Clicking APPROVE will send the expense to the next step in the approval process once you click SUBMIT.
    • Clicking RETURN will send the expense item back to the expense owner once you click SUBMIT.

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  • Modifying or Reassigning an Expense Report

    As an approver, you can modify the FOAPAL elements of the expense report without the need to return the report to the Expense Owner.

    To do this, first OPEN the report from the APPROVALS section.

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

    Reassign

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

    Reassign

    The FOAPAL elements can then be adjusted by editing the existing details in the FOAPAL - Accounting Codes(Allocation) section, followed by clicking SAVE and SUBMIT.

    You can also add to the Description field or add information in the Comments section.

    If another person (adhoc approver) should review the expense report prior to you approving it, 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.

    Reassign Reassign Report
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  • Approval Filters

    Approval Filters

    Some approvers may be assigned expense reports along multiple steps in the approval process of an expense report. A Manager, for example, may also be in Budget Approval or Food & Entertainment queues, causing the expense report to remain in the manager’s approval queue even after it was approved at the manager 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".

    Approval

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

    Approval

    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.

    Approval
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  • About Reporting

    CruzFly offers a variety of reports built into the system. They are broken down into multiple sections: INQUIRY, REPORTS, and ANALYTICS.

    • Inquiry allows a user to view system reports related to their own actions and transactions.
    • Reports allows Budget and Food & Entertainment Approvers to review multiple reports related to other users’ expense types, expense reports, and additional compliance messages that might have been triggered by a user.
    • Analytics is a robust reporting tool using a WebFOCUS portal to create custom reports, and modify delivered system reports.

    Reports can be scheduled by individual users to be sent on a regular basis to themselves and others. Users can also customize report parameters, and output to meet their needs. Additionally, reports can be exported in multiple formats including Excel and PDF. Please reach out to cruzfly-help@ucsc.edu with reporting-related questions.


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  • Approver Reports -Transaction and Expense Report Status Reports

    All CruzFly Budget Approvers and Food & Entertainment Approvers are given access to enhanced reporting options, and have the ability to run reports that display the details and statuses of expense reports and/or transactions.

    Useful reporting templates have been shared with Approvers, and are accessible through the ANALYTICS section of your CruzFly account.

    To open the Analytics section, click on the hamburger menu in the upper left hand corner of your account dashboard and select ANALYTICS. This will open a separate tab of your current web browser.

    From the “Ad Hoc Reports'' tab, open the following folders and subfolders:

    • University of California – Santa Cruz
    • Shared Content
    • CruzFly Admin
    • Approver Reports

    The “Approver Reports” folder contains useful report templates that have been shared with all approvers. Although these reports may be run from this location, it is highly recommended that approvers “favorite” these reports from the Analytics section, so that they are more easily accessible from your CruzFly account dashboard. This is a one-time step that will allow these reports to be run directly from your CruzFly account rather than through the Analytics section.

    To do so, right-click on the individual reports and select “Add To Favorites”.

    Once reports have been added as favorites, they will be able to be run from the “Reports” section, found in the hamburger menu of your CruzFly account.

    The reports will be shown under the “Ad Hoc” section, under “Favorites”. By clicking “RUN REPORT”, you will be prompted to apply various filters to filter the results.

    Please note that the “Department” filter pertains to the department on record for the expense owner, which may not always be accurate. An expense owner may submit an expense report using the funding of one department, but they may be associated with a different department. Filtering by the expense owner(s) or Level 4 Org(s) is recommended when possible.

    Approver Reports:

    Unreconciled Expenses Report

    This report will display expenses that have not yet been posted to the general ledger. This will include expenses that have not yet been submitted, as well as those that have been submitted but are still pending further action prior to posting to the ledger.

    Report Filters and Full Column Descriptions:

    Pending Expenses - Approval Routing

    This report will display submitted expense items that are currently pending approval or awaiting posting to the general ledger, and will indicate the current approval status and workflow step. This report displays each individual pending expense item and will not include unsubmitted expenses and those that have been posted to the ledger.

    Report Filters and Full Column Descriptions:

    Pending Expense Reports - Summary

    This report will display a summary of expense reports that are currently pending approval or awaiting posting to FIS. This report displays each expense report as one row, regardless of the number of transactions included.

    Report Filters and Full Column Descriptions:

    Pending Expense Reports - Detail

    This report will display the expense items included in a specific expense report that are currently pending approval or awaiting posting to FIS, and will only return results for expense reports that are either pending approval or awaiting posting to FIS. This report displays each individual expense item included in a specific expense report, and will indicate the current approval status and workflow step for each expense item.

    The Report ID (unique report identifier) is required to run this report. The Pending Expense Reports - Summary Report contains a link embedded in the Report ID listed, and will download this Detail report when clicked. You must be logged into CruzFly using your default internet browser for the report link to download properly.

    Report Filters and Full Column Descriptions:

    Posted/Exported Expenses

    This report will display expenses that have been fully approved and posted to FIS, and includes the FOAPAL used. This report displays each individual expense item.

    (Missing or invalid FOAPAL information is corrected upon posting to FIS/Banner, please reach out to cruzfly-help@ucsc.edu for more information if you notice a discrepancy between FIS/Banner and the report data.)

    Report Filters and Full Column Descriptions:

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  • Viewing Items You Have Approved - Approvers and Managers

    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:

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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:

    click to view full size image

    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.

    Reassign

    The reports are emailed to all members of the specific approval queue referenced. Depending upon your email client, the other recipients of the email may be displayed in the header of the email message, which would include the other approvers that are also in that specific approval queue. This may be useful in coordinating your business unit’s approval process.

    ​​

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  • Other Available Reports

    Found under the “Reports” section from the hamburger menu, CruzFly Standard Reports cover a wide range of criteria to help you quickly and easily interpret data.

    Below are descriptions of some useful reports that are available.

    Expense Reports:

    Compliance: At-a-glance display of the number of line-item compliance issues and submit compliance issues in the last 12 months. Clicking on the number of issues in a certain period runs a detailed report (HTML or Excel), including such data as Approval Status, Last Approver, Date, Amount and Notes, depending on the type of compliance issue selected. This allows users to track frequent compliance violators.

    Credit Card Reconciliation: Detailed information about credit card transactions and whether or not they have been attached to an expense report. This report is useful for tracking expenses that have not yet been reconciled or are in process.

    Expense Analysis: List of all expenses within a specified date range.

    Expense Report Tracking: Lists approval tracking information for submitted expense reports.

    Export Listing: List of expense items that have completed the approval process and are awaiting export.

    Export Totals: Lists the line items that have been exported.

    Open Approvals: Approvers can see all items or reports that have been pending approval for more than a certain period of time.

    Submitted Reports: Lists all reports that have been submitted.

    Transactions Not Exported: Lists all credit card transactions that have not yet been exported.

    Reference Reports:

    Delegate Report: List of users and their assigned delegates.

    Entities: List of people who have a specified entity-type role. This report is useful in determining who is in a specific approval queue, or which approval queues a specific user is included in.

    Person Report: Lists all users in the CruzFly system.​


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