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CruzFly Announcements Archive

Nov152022
October CTE Statement Reconciliation Due 11/23
Expense reports containing October statement transactions must be submitted and approved by 11/23. November Bank Statement period closes on 11/22.​​​​
Oct152022

September CTE Statement Reconciliation Due 10/24

Expense reports containing September statement transactions must be submitted and approved by 10/24. October Bank Statement period closes on 10/24.​​

Sep152022

August CTE Statement Reconciliation Due 9/23

Expense reports containing August statement transactions must be submitted and approved by 9/23. September Bank Statement period closes on 9/22.​​​​

Aug152022

July CTE Statement Reconciliation Due 8/23

Expense reports containing July statement transactions must be submitted and approved by 8/23. August Bank Statement period closes on 8/22.​​​​

Aug112022

CruzFly Pending Expense Report Notifications

We're excited to announce that starting Monday, August 15th, CruzFly Budget Approvers, and F&E Approvers will receive an automated series of emails containing attachments indicating expense reports pending approval in queues to which they belong. We're excited about this report, and hope that it helps with your department's business processes. This report and email is meant to fill a gap in the system related to notifications not being sent to appropriate Budget Approvers and F&E Approvers. Please click here for more information.

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.The report contains numerous helpful points of data and reference. In the attachment, you will see the following:

QUEUE - LEVEL 4 ORG (Column A) - This column indicates the queue level of which you are part of, along with the level 4 org associated with the level four org

EXPENSE OWNER (Column B) - The expense owner is the cardholder that made the charge

REPORT SUBMITTER (Column C) - Majority of the time, the Report Submitter will be the same as the Expense Owner. However, if there is a delegate submitting on behalf of an expense owner, you will see the Delegate's name as the Report Submitter

REPORT ID (Column D) - Unique identifier of the Expense Report in CruzFly

EXPENSE TYPE (Column E) - Determined by the user when choosing their expense. This Expense Type will also determine if F&E Approval is required

DATE SUBMITTED (Column F) - Refers to the date in which the expense report was submitted

EXPENSE REPORT AGING (Column G) -  The number of days the report has been awaiting approval in the current approval queue. This date is based on assigned date rather than the assigned date.

STEP (Column H) - refers to the workflow step of the approval queue for the specific expense report

ASSIGNED DATE (Column I) - Date that the expense report was assigned to the current approval queue

AMOUNT (Column J) - Total amount of expense report pending

VIEW REPORT (Column K) - Contains a link that 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

Below is an example of the report that will be attached to the email you will receive:

Accounting

This email will be automated, and will be sent weekly on Mondays at 8am. The way the system has been set up means that you will receive one email per queue that contains pending expense reports. For example, if you are an approver for org level 4 2681 and have an expense report pending approval, you will receive an email. If you are also an approver for 2683, and have a pending expense report, you will receive another email. If you do not receive an email, it means that there are no pending expense reports that you need to take action on.

For more information about this report, please see our guide here.

We hope that you'll find this report helpful. If you have any questions about this email or report, please let us know at cruzfly-help@ucsc.edu.​
Jun232022
Miscellaneous Expense Type Expanded

​​​​​The Miscellaneous expense type now includes an additional expense tile for reconciling expenses using multiple Account Codes for a single transaction. Please click here for more information.

​The Miscellaneous expense type, which is available for special circumstances outside of Travel and Entertainment (with approval from Accounting), has been expanded to accomodate the reconciliation of expenses using multiple Account Codes for a single transaction.

After filling out the Miscellaneous Itemized - Multiple Account Codes tile, click Itemize in the top right-hand corner.

itemize.jpg


After clicking Itemize, another Miscellaneous form which includes the Account Code field will need to be completed. The Spent field indicates how much of the total charge should be attributed to the specific Account Code on that form, along with other funding information. 

The entire transaction amount will need to be accounted for using this process, so that the REMAINING amount shows as $0.00.

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In the expense items area of the expense report, the Miscellaneous Itemized - Multiple Account Codes tile will include an arrow, and once clicked, will display the itemization details for that single transaction. 

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If you have any questions about this update, please let us know at cruzfly-help@ucsc.edu.​

Jun152022
May CTE Statement Reconciliation Due 6/23

Expense reports containing May statement transactions must be submitted and approved by 6/23. June Bank Statement period closes on 6/22.​​​​

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May152022
April CTE Statement Reconciliation Due 5/24

Expense reports containing April statement transactions must be submitted and approved by 5/24. May Bank Statement period closes on 5/23.​​​​

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Apr152022
March CTE Statement Reconciliation Due 4/23

Expense reports containing March statement transactions must be submitted and approved by 4/23. April Bank Statement period closes on 4/22.​​​​

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Mar152022
February CTE Statement Reconciliation Due 3/23

Expense reports containing February statement transactions must be submitted and approved by 3/23. March Bank Statement period closes on 3/22.​​​​

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Feb152022
January CTE Statement Reconciliation Due 2/23

Expense reports containing January statement transactions must be submitted and approved by 2/23. February Bank Statement period closes on 2/22.​​​​

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Jan252022
Group Lodging Enchancement
The "Itemized Lodging" expense tile has been updated to include "Group Lodging", and is now available for reconciling group travel expenses in CruzFly. Please click here for more information.
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The "Itemized Lodging" expense tile has been edited to include the "Group Lodging" option. This tile now includes updated compliance calculations and enables the "Guests" section. It calculates the number of guests, by the number of nights stayed to determine if the daily rate is under the allowable limit.

This new feature is to be used if you are traveling with multiple people. For group travel lodging, enter the number of guests (including yourself) into the "Number of Guests" field, and check the "Group Lodging" checkbox. This will enable a section to load the names of your guests.

Also included alongside this enhancement are updates to other compliance rules and notifications.

Please reach out to cruzfly-help@ucsc.edu with any questions.
Jan152022
December CTE Statement Reconciliation Due 1/25

Expense reports containing December statement transactions must be submitted and approved by 1/25. January Bank Statement period closes on 1/24.​​​​

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Dec152021
November CTE Statement Reconciliation Due 12/22

Expense reports containing November statement transactions must be submitted and approved by 12/22. December Bank Statement period closes on 12/22.​​​


Nov292021
CruzFly Updates Implemented

​​​​​A fresh batch of updates have been applied, highlighted by two added expense types, Student Travel, and Miscellaneous with an editable account code. Also included: account codes added to Entertainment Type labels, behind the scenes account-mapping fixes, various edits to compliance notifications, and more. Please click here for more information.

These changes are direct results of feedback we've received from departments as part of this pilot phase. As you continue to become more familiar with the system, we encourage you to reach out with any additional suggestions for future improvements that may be made.

Some of the more notable updates include new Expense Types:

-"Student Travel" expense type added (account code 004350).

-"Miscellaneous" expense type added, with an editable account code field. This 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.

The available expense types now appear as:
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- Associated Account Codes added to all Entertainment Types within the Entertainment Header to assist in review for Budget Approvers.
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- "Event Date" field added to Entertainment Expense Type Tiles per policy. Previously, only the Purchase Date was requested.

Also included in this update are some behind the scenes account-mapping fixes, various edits to compliance notifications, and more. Like other enterprise systems, we will continue to communicate any CruzFly system upgrades or extended system downtime to you. If you have any questions about any of these updates, please let us know at cruzfly-help@ucsc.edu.
Nov152021
October CTE Statement Reconciliation Due 11/23

Expense reports containing October statement transactions must be submitted and approved by 11/23. November Bank Statement period closes on 11/22.​​​​

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Oct152021
September CTE Statement Reconciliation Due 10/23

Expense reports containing September statement transactions must be submitted and approved by 10/23. October Bank Statement period closes on 10/22.​​​​

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Oct142021
Guest List File Generator Tool Now Available

Use the CruzFly Guest List CSV Generator to easily create a file that can be uploaded directly to CruzFly expense reports, rather than manually entering each guest’s information.

Mar252021
Welcome to CruzFly Expense Reporting System!
CruzFly is UCSC’s expense reporting system designed to automate and streamline the employee travel expense reimbursement process along with the monthly Corporate Travel and Entertainment (CTE) Credit Card reconciliation process. UCSC has partnered with Chrome River Software to deliver the CruzFly system for UCSC employees, which allows users to capture receipts and submit reports in a paperless manner. Receipts can be emailed, uploaded or sent from a smartphone. Out-of-pocket travel costs and/or CTE Credit Card expenses are submitted through CruzFly and automatically routed to the appropriate approvers and then to Accounts Payable. Employees can track where their expense reports are in the process at any time.

Currently CruzFly is going through a pilot phase with administrative departments. At this time, we are focused on CTE transactions only. This pilot rollout is giving us time to finalize and refine our business processes; resolve system issues; and identify unforeseen scenarios that only users can show us. Over the next few months, we will continue to roll out to new departments, including academic departments. As we onboard, we will be reaching out to department business officers to gauge interest, and get a sense of the size and scope of the onboarding.

Until your department has been onboarded, you should continue your current process for reimbursements and CTE card transactions. FAST and FAR are standing by to continue processing these transactions.

We look forward to having everyone in the system! If you have any questions about being a pilot member, or early adopter, please email us at cruzfly-help@ucsc.edu.​
Mar252021
CruzFly feature highlight: Emailing receipts to your account
Use the “Snap and Send” feature to quickly load receipt images to your account from your smart phone. Simply take a photo of one or more receipts and email them to receipt@ca1.chromeriver.com. The receipt(s) will then be available with your Receipt Gallery. Be sure to send the email from an email account that is registered with Chrome River. Your company email address is already registered and you can easily add other addresses via the Preferences menu.
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