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CruzFly Announcements Archive

May282024
Scheduled Site Maintenance Complete
The site maintenance has been successfully completed, and full functionality has been restored.

This was a significant upgrade to the underlying service that powers our website.
If you notice any website issues, please contact the web team at finaff-tech@ucsc.edu.
May202024
Scheduled Site Maintenance and Content Freeze Over Memorial Day Weekend
Beginning Friday 5/24 @ 5:30pm through Tuesday 5/28 @ 7am the Financial Affairs website will be undergoing scheduled maintenance. While the site will remain available in a read-only mode, some services will be impacted.

Notably, the Entertainment Dashboard and ERF/MET forms will be unavailable during this scheduled maintenance period. If you have questions or issues regarding this maintenance, please contact the web team at finaff-tech@ucsc.edu.
May152024
April CTE Statement Reconciliation Due 5/22
Expense reports containing April statement transactions must be submitted and approved by 5/22. May Bank Statement period closes on 5/22.​​
May142024
CruzFly Reimbursement Updates!

We are excited to announce that all CruzFly account holders are now able to submit reimbursement requests through CruzFly. This includes out of pocket reimbursement requests that were previously submitted on the Post Travel Expense Form, the Entertainment Reporting Form (ERF), and the Direct Payment Form. For more information, please see the original email notification sent to all account holders on May 7th here, and our updated FAQs here.

We will be holding open demo and Q&A sessions on the below days and times. We encourage you to attend to find out more about the system and to learn how to enter your reimbursement requests. (See the CruzFly Key Dates Calendar and add the desired session to your calendar, or click the link below.)​​

CruzFly - Welcome New Users + Entertainment/General Reimbursement Updates

***This message was sent to all CruzFly account holders on May 7th***

We apologize in advance for the long email, but we are excited to announce some important updates regarding expense reporting in CruzFly. This message is specifically directed to all account holders of CruzFly, including Initial Approvers, Budget Approvers, Food & Entertainment Approvers, and all others.

If you are receiving this email and are new to CruzFly, welcome! CruzFly is UCSC's expense management system. It is available to all UCSC employees, and we are currently finalizing a business process to onboard students seeking reimbursement. If a student is seeking reimbursement, they must complete the CruzFly Authorization Form and indicate a UCSC employee as an account delegate. If you have questions about onboarding students, please contact us at cruzfly-help@ucsc.edu.

On to the good stuff. Starting today, CruzFly is now equipped to process entertainment and general out-of-pocket reimbursements for all account holders. This means that everyone can now submit entertainment expense reports for reimbursement requests through CruzFly, eliminating the need for separate Entertainment Request Forms (ERFs). CruzFly has been used for Corporate Travel & Entertainment Card (CTE) expense reconciliation and travel reimbursement, but is now being expanded to process additional types of out of pocket reimbursement requests. The system captures entertainment policy and approvals, making the submission and approval process faster and more efficient.

Additionally, Starting today, Initial Approvers, Budget Approvers, and Food & Entertainment Approvers will also have the capability to submit their own reimbursement expenses directly through CruzFly. This enhancement aims to streamline the expense reporting process and provide access to the system for everyone.

Please note that the current Post Travel Expense webform and Entertainment Request Forms (ERF) will be available until August 1st, 2024. However, after this date, CruzFly expense reports will be the only method for reimbursement requests for employees or students. Note, the Post Travel Expense, ERF, and Direct Pay forms will still be available for various circumstances (such as payments to non-UCSC entities or campus recharges). We encourage everyone to begin transitioning to CruzFly before August 1st to familiarize themselves with the system and ensure a smooth transition. If you submit a CruzFly expense report for Travel Reimbursement, do not submit a post travel expense; if you submit a CruzFly expense report for Entertainment Reimbursement, do not submit an ERF form; if you submit an expense report for general reimbursement, do not submit a direct pay form.

For requesters creating expense reports, CruzFly offers numerous advantages over the current webforms. With CruzFly, you can submit various out of pocket reimbursement requests to route automatically to a departmental approver. This includes Personal Auto Mileage, with a built-in Google Maps feature to calculate a trip from one destination to another, along with the current mileage rates. Additionally, a Per Diem wizard has been added for foreign travel, and domestic travel greater than 30 days. The system has built in rules based on UC policy to assist you in required back up and documentation.

To support your transition to CruzFly, we will be conducting open demo and Q&A sessions throughout the month of May. These sessions are designed to provide you with a comprehensive overview of the system and address any questions or concerns you may have. Please see the schedule below for session dates and times:

(Click the link to save the event on your calendar.)

Friday 5/10 at 10am

Thursday 5/16 at 10am

Friday 5/17 at 10am

Wednesday 5/22 at 3pm

Friday 5/24 at 10am

Thursday 5/30 at 10am



You can add these sessions to your calendar by clicking the link provided.

For more information about CruzFly and accessing your account, please visit the CruzFly User Manual. Please note, going forward, everyone requesting reimbursements will need to complete a CruzFly Account Authorization Form.

We are continuously working to improve CruzFly and are currently researching the ability to submit reimbursement requests on behalf of others, which could allow non-UCSC affiliates (such as visiting lecturers) to receive reimbursements through CruzFly in the future. Stay tuned for further updates on this feature.

If you have any questions or concerns, please do not hesitate to reach out to us at cruzfly-help@ucsc.edu.

Thank you again for your support,
CruzFly Office

 

May132024
Fiscal Close 2023-2024 Calendar Now Available
The annual Fiscal Close Calendar for 2023-2024 is now available. This calendar includes important deadlines for invoice, PO/CruzBuy, CTE/CruzFly and recharge processing. In addition, this calendar includes important UCPath related deadlines, including Funding Entry Freeze, and last day for FY24 Salary Cost Transfer Approvals.

A detailed calendar of closing events is posted on the Financial Affairs website. Please take the time to review the Fiscal Close 2023-2024 Schedule.
May132024

​CruzFly Frequently Asked Questions

Please see the frequently asked questions related to reimbursement requests submitted through CruzFly here.​

Who can submit expense reports (reimbursement requests) in CruzFly?
All UCSC employees and students are eligible to submit expense reports in CruzFly. If an employee or student is unable to login to CruzFly, they will need to complete a CruzFly Account Authorization Form. Note, UCSC Students must specify a UCSC Employee on their account request form to act as their delegate in order to gain access to the system.

What kind of reimbursements can be submitted in CruzFly, and what requests should continue to be submitted outside of CruzFly?
Account holders can request travel, entertainment, and general reimbursements through CruzFly. Pre-trip reimbursement requests that were previously submitted on the TAR form (Travel Advance Request) can now be submitted through CruzFly as long as a cash advance isn’t involved. Cash Advance reconciliation will remain outside of CruzFly and should be processed using the TAR and Post Travel Expense forms. Additionally, payments to external vendors (Hotels, Catering, etc), or non-UCSC entities must be completed using the Post Travel Expense or Direct Payment forms.

Can reimbursement requests be submitted for other UCSC faculty, staff, or students? What about visiting guests?
Reimbursement requests must be submitted through the account of the UCSC employee or student that will ultimately receive the reimbursement. If an account holder has assigned an account Delegate, then the delegate can submit reimbursement requests on behalf of the account holder. More information about delegates can be found here. Reimbursements paid to visiting guests must be processed using the Post Travel Expense Form until further notice.

What enhancements does CruzFly offer for requesters creating travel expense reports?
CruzFly offers various enhancements for requesters, including the ability to submit out-of-pocket reimbursement requests that automatically route to a departmental approver. This includes features such as Personal Auto Mileage calculation using Google Maps, a Per Diem wizard for foreign and long-term domestic travel, and built-in rules based on UC policy for required backup and documentation.

Can all users now submit entertainment expense reports through CruzFly?
Yes, CruzFly is now equipped to process entertainment reimbursements. This eliminates the need for separate Entertainment Request Forms (ERFs) and streamlines the submission and approval process.

If I submit an expense report in CruzFly, do I need to submit an Entertainment Request Form (ERF), or a Post Travel Expense form?
No, you do not. Submitting expense reports in CruzFly replaces the process of submitting Entertainment Request Forms or Post Travel Expense forms. Information captured on those forms are now captured in CruzFly, and can be used for additional reporting and approval routing information.

How long will the Post Travel Expense webform and Entertainment Request Forms be available?
The Post Travel Expense webform and Entertainment Request Forms will be available until August 1st, 2024. After this date, CruzFly expense reports will be the only method for reimbursement requests, with the exception of the items listed in the second question above. For additional questions about this, please contact travelhelp@ucsc.edu or entertainmenthelp@ucsc.edu.

How can users prepare for the transition to CruzFly?
Users are encouraged to attend open demo and Q&A sessions scheduled throughout the month of May to familiarize themselves with the system. These sessions will provide an overview of CruzFly and address any questions or concerns. See the CruzFly launch page for dates and details.

Where can I find more information about CruzFly and how to access my account?
Please visit the CruzFly User Manual for more information about CruzFly and accessing your account. Additionally, those who do not have an active CruzFly account will need to complete a CruzFly Account Authorization Form before being able to request reimbursements.

What updates are currently being worked on for CruzFly?
The CruzFly team is continuously working to improve the system and is currently researching the ability to pay on behalf of others. Stay tuned for further updates on this feature.

Who can I contact with questions or concerns?
Contact the CruzFly team at cruzfly-help@ucsc.edu
.

May72024
New CruzFly Expense Report Notification Emails
Starting Monday, 5/6, new CruzFly Approval Notifications will be emailed to all Budget and F&E Approvers.

Each week, approvers will receive an email from cruzfly-help@ucsc.edu with a list of all pending expense reports available in their queue. This new notification now includes pending reimbursements as well as pending CTE expenses in the referenced queue. The email contains important information regarding the status of the expense report, including: expense report ID number, requester, day submitted, days pending in the approval queue, and dollar amounts. Additionally, the users copied on the email are other approvers in the queue, allowing you to coordinate and develop business processes for approvals.

Note that this list is a snapshot of when a report was run. It is possible that a report has been approved between us sending and receiving the email notification. 

As a reminder, CTE card rreconciliation​ reports will not post to the ledger, and reimbursement requests will not pay out to requesters until an expense report is fully approved.

​We are continuing to push the vendor for more robust approval notifications, but we hope that this is an improvement over the previous notifications. If you have any questions, or have any suggestions, please let us know at cruzfly-help@ucsc.edu​.
Apr192024
Attention Approvers: CruzFly Reporting Platform Update
On 4/15, Chrome River, the vendor that provides the software platform for CruzFly, updated their reporting platform. This change effectively ended the weekly reports that were sent to Budget and F&E Approvers. We are currently working on a replacement for this report and hope to have it functioning soon. Until then, we recommend approvers login to review and approve their pending approvals.

This change also impacts reporting options that were previously available to CruzFly Approvers that displayed expense details in their various states. The process of running these reports has changed, please reach out to cruzfly-help@ucsc.edu for current options and instructions, or if you have any questions.
Apr172024
Travel Reimbursement Processing is Live!
CruzFly users will now be able to login and submit Travel Reimbursements through CruzFly. The Post Travel Expense web form will be available until August 1st, so users and departments can gradually transition to using CruzFly for out of pocket reimbursements. We encourage all users to begin using CruzFly for their out of pocket post travel expenses so they become accustomed to using the system.

We will be holding open demo and Q&A sessions on the below days and times. We encourage you to attend to find out more about the system, and how to enter your requests. (Click the date below to open the calendar event, which will include the Zoom meeting link. Click Save on the calendar event to save the event to your calendar.)​​ 


If you have any questions or require assistance, please reach out to us at cruzfly-help@ucsc.edu.
Apr152024
March CTE Statement Reconciliation Due 4/21
Expense reports containing March statement transactions must be submitted and approved by 4/21. April Bank Statement period closes on 4/22.​​
Apr152024
Update to UC Travel Reimbursement Policy G-28
Attention travelers, there has been a recent update UC Travel Reimbursement Policy G-28. As of 1/1/24, the CONUS lodging cap of $275 has increased to $333 per night before taxes and fees.

If you have any further questions about the update to the UC Travel Reimbursement Policy G-28, please email travelhelp@ucsc.edu.​​​​
Mar152024
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.​​
Mar42024

​Out of pocket reimbursements are now live in CruzFly for CTE Cardholders
We are excited to roll out the first phase of our Out of Pocket implementation to CruzFly CTE cardholders. We believe this will streamline the expense reporting processes, as well as assist approvers in review of expenses, decreasing the overall amount of time to be reimbursed. We hope these updates continue to show our commitment to implementing feedback and ideas received by campus, to continuously improve CruzFly.

Below are the key highlights of the upcoming changes:

Out of Pocket Reimbursement Expense Submission: You can submit various out of pocket reimbursement requests in CruzFly to route automatically to a departmental approver. This includes Personal Auto Mileage, with a built in Google Maps feature to calculate a trip from one destination to another, along with the current mileage rates. Additionally, a Per Diem wizard has been added for foreign travel, and domestic travel greater than 30 days. The system has built in rules based on UC policy to assist you in required back up and documentation.

Expense Reconciliation Combined with Out of Pocket Expense Reimbursement: A primary feature of the system is the ability to reconcile CTE card transactions and request reimbursement within the same expense report. This process should decrease duplicate entry in multiple systems.

Continued Rollout Plan: Our rollout plan will help us identify system issues, and onboard users in an organized manner:

- March 4th: Activation of CTE Cardholders in the system.
- April 1st: Inclusion of employees with travel history in the past fiscal year.
- May 3rd: Addition of employees who have submitted entertainment reimbursements in the past fiscal year.
- June 3rd: Integration of employees with general reimbursement history in the past fiscal year, or those not yet in the system.
- Users without CTE cards will be progressively onboarded over the subsequent months.

We have created a Frequently Asked Question page. Click here for the FAQ page.

For detailed instructions on creating an expense report with reimbursement expenses, please refer to the updated CruzFly User Manual available here.

As the rollout continues, we will listen for feedback, and be monitoring system issues. Additionally, we will continue to develop our web manuals, and create short videos for users to reference when creating expense reports.

If you have any questions or require assistance, please reach out to us at cruzfly-help@ucsc.edu.

Feb282024
CTE Card Submission Requirements
Effective May 1, 2024, Corporate Travel & Entertainment card expenses not reconciled in CruzFly for over 60 days will result in suspension of card usage until submission of reconcilation is complete. Please refer to the email sent to all CTE cardholders on February 27, 2024.

DATE: February 27, 2024

SUBJECT: CTE Card Submission Requirements


Good afternoon,

This message is being sent to all US Bank Corporate Travel and Entertainment (CTE) cardholders. When CTE cards were issued, each cardholder agreed to submit all required receipt documentation within 60 days of when an expense was incurred. Currently there is a large number of unapproved CTE card transactions in CruzFly that are more than 60 days old and this is a significant amount of expense that has not posted in our accounting system that could impact our fiscal close and the accuracy of our financial information.

The CruzFly system automatically sends reminder emails weekly to cardholders who have unsubmitted or unapproved transactions and it is apparent that the reminder emails are not effective at reducing the volume of delinquent unapproved transactions; consequently, as of:

May 1st, any cardholder with unsubmitted transactions in CruzFly that are older than 60 days will have their card suspended and the card will not be reactivated until the delinquent submission and approvals are complete.

June 1st, if a cardholder has unsubmitted transactions in CruzFly that are older than 90 days, the card will be cancelled and the individual will not be eligible for future travel cash advances.

Please note for those submissions that are stalled in the approval process, we will separately investigate and reach out directly to the approvers to complete the review process in a timely manner.

Login to cruzfly.ucsc.edu to reconcile and approve expenses and contact cruzfly-help@ucsc.edu if you have any system related questions. For CTE card support and policy related questions, please contact ctecard@ucsc.edu.

Thank you for your cooperation in clearing the delinquent unapproved transactions and for managing the card approval process appropriately going forward.

Biju Kamaleswaran

Associate Vice Chancellor and Campus Controller
Feb262024
Financial Affairs Website: Planned Outage on 3/3/24 from 2:30am - 5:30am
The Financial Affairs website will be unavailable for 3 hours on Sunday morning, March 3rd, from 2:30am to 5:30am for scheduled system maintenance. This system launch page will be unavailable during that time. Please plan your system usage accordingly and contact finaff-tech@ucsc.edu with any questions.
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Feb152024
January CTE Statement Reconciliation Due 2/21
Expense reports containing January statement transactions must be submitted and approved by 2/21. February Bank Statement period closes on 2/22.​​
Feb92024
CruzFly Out of Pocket Reimbursements are Coming!
As you may have heard, out of pocket reimbursements will be coming to CruzFly soon. Starting on March 3rd, CTE cardholders will be able to submit out of pocket reimbursements through CruzFly. In addition to out of pocket reimbursements for expenses like airfare, users will be able to submit requests for Personal Auto Mileage, and Per-Diem.

CruzFly offers additional benefits over the Post-Travel request form, including currency conversion built into the application, Google Maps integration for mileage requests, and per diem location calculations. Based on information entered by the user, the system will prompt for additional information as needed. For approvers, the system will include the ability to modify an approved amount. Additionally, approvals will continue to be routed by the FOAPAL entered. The interface will be very similar to that of CTE reconciliation, so if you are familiar with that process, requesting reimbursements should be relatively straightforward. All of these features combined should streamline entry, and approvals, reduce processing time, and decrease the time to reimburse.

We are holding demo sessions throughout the month of February, and encourage cardholders to learn more about the process and features, to ask questions, and to provide feedback. We will also be providing written documentation, videos, and examples as we continue to roll out.

These sessions will be open to all interested CruzFly CTE Cardholders and approvers. Please click one of the links below to add the Zoom session to your Google Calendar:

Tuesday 2/13 - 2:00 - 3:00

Friday 2/16 - 11:00 - 12:00

Wednesday 2/28 - 2:00 - 3:00

Thursday 2/29 - 10:00 - 11:00

In following months, we will be onboarding additional users into the system.

If you have any questions, please contact us at cruzfly-help@ucsc.edu.​​​​​​

Feb12024

​CruzFly Frequently Asked Questions

Below are frequently asked questions related to CruzFly, CTE reconcilation, and Out of Pocket Reimbursements. They will be updated regularly. Click here for more information.


​​​​​​ ​​​

I don't have a CTE Card, when can I submit requests in CruzFly?
Our current rollout is as follows:

- March 4th - CTE Cardholders will be active in the system
- April 1st - Employees that have had travel in the past fiscal year will ​be added to the system
- May 3rd - Employees that have requested entertainment reimbursements in the past fiscal year will be added to the system
- June 3rd - Employees that have requested general reimbursements in the past fiscal year, or are not already in the system, will be added

Users that do not have CTE cards will be automatically on-boarded over the next few months.

How do I get an account in CruzFly?
When a user receives a CTE Card, they will automatically be given a CruzFly account for reconciliation purposes.

We will provide further information about getting an account without a CTE Card.


Who approves my expense reports in CruzFly?
Expense reports are approved by an ad-hoc initial approver. This approver can be delegated at the departmental level. After the initial approver completes their review and approves, the expense report will route for budgetary approval based on the foapal entered on the expense report. For more information about approvals, please see our guide here.


Can I reconcile CTE card transactions, and request reimbursement on the same expense report?

Yes! If a user has a CTE card, and also needs to request reimbursement, they can submit both of those transactions in the same expense report. For more information about creating an expense report please see our guide here.


How will I get paid for my reimbursement?
You will be paid for a reimbursement via the method that was setup when a 204 was submitted to FAR. If a user is being reimbursed via ACH or paper check, that will continue. For questions about changing your payment method, please contact finpolicy@ucsc.edu


I submit reimbursement requests on behalf of other UCSC employees. How do I do that?
If you are a delegate of a CruzFly user, you can submit an expense report on their behalf. However, there is currently a system limitation for requesting reimbursement on behalf of UCSC employees that are not in the system. We will be focusing on a work around for this in a subsequent roll out.


How can I submit a reimbursement request for someone visiting campus?
Reimbursement requests for visitors should be submitted using the Post Travel Expense form.


Can I still use the post travel expense form?
Yes. The Post Travel Expense form will be available while we continue to roll out CruzFly to the rest of the campus, and identify areas of improvement. The Post Travel Expense form will be removed at some point in the future, at the discretion of Accounting.


Can students use the system?
Students will be evaluated in a future roll out. Until then, the Post Travel Expense form is available for use.


How do I reconcile a cash advance?
Please continue to submit cash advance reconciliations outside of CruzFly, using the Post Travel Expense form.

While uncommon, if you had a cash advance and you used a CTE card, ​or had out of pocket expenses, you will need to reconcile your cash advance outside of CruzFly, and your CTE and out of pocket expenses in CruzFly.

If you have questions about your Cash Advance, please contact finpolicy@ucsc.edu


I have a travel advance request, how can I submit that in CruzFly?
If a user has purchased travel ahead of time they can submit for a travel reimbursement ahead of time. All appropriate documentation must be uploaded and attached to the expense report. After travel is complete, please reference the initial expense report.


I made advance out of pocket purchases for a trip in the distant future, when/how should I submit requests in CruzFly?
Advance purchases can be submitted as a pre-trip reimbursement request in CruzFly. Advance purchases can be notated in the Related Expenses field on the expense report header page, used to cross-reference the two expense reports. Expense owners can also include a pdf of one related expense report as an attachment on another report, by including the advance purchase report as an attachment to the final report.


I made advance purchases on my CTE Card for a trip a few months from now, when should I reconcile those?
Accounting requests that CTE Card expenses are reconciled within 30 days of the US Bank Statement in which they're contained. Advance purchases can be notated in the Related Expenses field on the expense report header page, which can be used to cross-reference the two related expense reports. Expense owners can also include a pdf of one related expense report as an attachment on another report, by including the advance purchase report as an attachment to the final report.


What should I do if I'm missing a receipt?
If the merchant/vendor is unable to provide a copy of a receipt that is required for the specific expense, then the Lost/Missing Receipt Form would need to be completed and attached to the report in place of a receipt. More details and a link to the form can be found at our guide here.


What should I do if I mistakenly used my CTE Card instead of my personal credit card?
The Card/Cash Repayment Form is used to reimburse the UC Regents for the mistaken charge. 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 as proof of repayment.

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


Can I submit one request for multiple mileage reimbursements?
Yes, a single expense report can contain multiple "Personal Auto Mileage" expenses.


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Jan152024
December CTE Statement Reconciliation Due 1/21
Expense reports containing December statement transactions must be submitted and approved by 1/21. January Bank Statement period closes on 1/22.​​
Dec202023

CTE Transaction Label Updates
Label updates have been applied for expense owners to more easily differentiate between CTE Transaction items and receipt items in the CruzFly account eWallet. Click here for more information.

​CTE Card Transactions will now clearly be labeled as such in the eWallet section of CruzFly accounts. This is also displayed in the "Downloaded Details" section of expense line items once added to an expense report. This update will help clearly differentiate between CTE expenses and receipts or attachment items, and reduce potential confusion surrounding the details of eWallet items. Additionally, the default behaviour when adding an expense to an expense report has been modified to reduce the potential for errors. Please contact ​cruzfly-help@ucsc.edu with any questions.


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Dec152023
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.​​
Nov152023
October CTE Statement Reconciliation Due 11/22
Expense reports containing October statement transactions must be submitted and approved by 11/22. November Bank Statement period closes on 11/22.​​
Oct232023
CruzFly Approval Workflow Update
CruzFly approval workflow has been modified, and expense reports that are fully approved by departments should hit the ledger in a more timely manner. Departmental Budget Approvers and Food & Entertainment Approvers should continue to confirm and take responsibility for the adherence to policy while reviewing expenses. Accounts Payable will continue to review various expense reports for travel and entertainment policy.
Oct202023
Travel Advisory: Middle East North Africa (MENA) Region
Due to heightened risk and concern for the health and safety of University of California students, faculty, and staff, the University of California Office of the President is directing the UC community to avoid all non-essential travel to the Middle East North Africa (MENA) region for the foreseeable future.

Please review the original PDF of this communication for more information and criteria for determining essential travel.
Oct182023
Expense Report Header Page Updates
The expense report header page has been updated to allow Related Expenses to be identified by the expense owner. For more information about this and other header page edits that have been made, click here.

Related expense reports or post travel expenses can now be easily notated in the Related Expenses field by the expense owner. This update will primarily benefit approvers and will help provide a complete picture of the expenses related to a specific trip or event. In addition to the new Related Expenses field, the Initial Approver field has been relocated and other behind the scenes adjustments were made. Please contact ​cruzfly-help@ucsc.edu with any questions.

 

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Oct152023
September CTE Statement Reconciliation Due 10/22
Expense reports containing September statement transactions must be submitted and approved by 10/22. October Bank Statement period closes on 10/23.​​
Oct42023
Level 4 Org Code Now Included in FOAPAL section
A visual update has been made to the display of Org Codes within CruzFly expense reports and expense items. The associated Level 4 Org Code and title will now be displayed along with the selected 6-digit Org Code in the FOAPAL/Accounting Codes (Allocation) section of expenses.

For more information, click here. Please contact us at ​cruzfly-help@ucsc.edu with any questions.

This update may be beneficial for both expense submitters and expense approvers. The Level 4 Org Code displayed will be the hierarchical Org that the 6-digit Org Code rolls up to. 


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The Level 4 Org Code or name will also be searchable within the Org field and will display all available results.


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This update is purely visual and does not affect expense report approval routing, reporting, or availablity of Org codes within CruzFly. Note that when viewing a PDF of the expense report, titles of FOAPAL elements may appear abbreviated depending upon their length.


Sep152023
August CTE Statement Reconciliation Due 9/21
Expense reports containing August statement transactions must be submitted and approved by 9/21. September Bank Statement period closes on 9/22.​​
Aug152023
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.​​
Aug72023
Itemized Lodging Updates
Various updates have been made to the Itemized Lodging expense type to better comply with policy and to include additional itemization categories such as Hotel Meals. For more information, click here. If you have any questions or issues submitting an expense report in progress, please contact us at ​cruzfly-help@ucsc.edu.

​For questions regarding travel policy, please contact ​travelhelp@ucsc.edu.​

The Allowable Total Calculate tool is now a requirement when itemizing the “Hotel-Lodging” portion of an Itemized Lodging transaction. 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. 


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Also updated were the itemization options available for categorizing all portions of an Itemized Lodging expense. This includes the addition of the Hotel Meals- Itemized option for meal purchases that are included in the final hotel amount charged. 


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Jul152023
June CTE Statement Reconciliation Due 7/24
Expense reports containing June statement transactions must be submitted and approved by 7/24. July Bank Statement period closes on 7/24.​​
Jun152023
May CTE Statement Reconciliation Due 6/21
Expense reports containing May statement transactions must be submitted and approved by 6/21. June Bank Statement period closes on 6/22.​​
May152023
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 5/22.​​

May112023
CruzFly Now Available
CruzFly is back up! Users can now login and use the system to create expense reports and reconcile their transactions. In progress expense reports, or expense reports pending approval are right where you left them. Note, expense owners that try to submit an expense report that was created prior to 5/10/23, there will be messages indicating that edits are needed to the report header and included expense items.

Important information for cardholders can be found here. Additional information for approvers can be found here. Finally, our user manual has been updated, can be found here.

We apologize for the downtime, but it was necessary to implement these changes. As with anything new, there will be questions, and we are here to help. If you need assistance, please let us know at cruzfly-help@ucsc.edu. As a reminder, if you've never taken a training, or need a refresher we have scheduled training available here. Training sessions will reflect the most recent changes we have implemented.

Thank you again for your patience. Again, if you have any questions, please let us know at cruzfly-help@ucsc.edu. We welcome your feedback.​
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May112023
Updates for Cardholders
On 5/10/23, we implemented numerous changes to CruzFly to make expense report creation more flexible for expense owners. These changes are described by clicking here. You can find additional information in our User Manual. If you have any questions about any of these changes, or how they affect you, please email us at ​cruzfly-help@ucsc.edu.​
Header Updates

Cardholders now have the ability to choose whether their Expense Report contains Travel or Entertainment, or both. The header page on Expense Reports has been modified to include questions that guide the additional Travel or Entertainment workflow. If an expense owner only chooses Travel, that expense report will route to the appropriate Budget Approver. If the expense owner chooses Entertainment, the expense report will route to the appropriate Budget Approver AND Food and Entertainment Approver. We have also changed the name "Manager" to "Initial Approver" to clarify any confusion about the role:

Mosaic Updates:

The next significant change is that we have updated the mosaics that are displayed when expense owners categorize their transactions. This change aims to simplify the choices and make the process more user-friendly:

Travel and Entertainment mosaics are referred to as "drawers". When a user clicks on them, they will expand to provide additional options for better categorization of their expenses. Itemization has been highlighted on the main mosaic for transactions involving multiple expense types.

Account Codes

Users now have the ability to apply a distinct Account Code to each transaction. These Account Codes are validated in FIS Banner and maintained by Central Accounting. Approvers have the ability to update the Account Code if a cardholder selects an incorrect one. The Account Codes available on each expense tile or mosaic correspond to the selected category. For instance, all expense tiles within the Travel mosaic folder will allow the use of travel Account Codes, and so forth. For further information, please refer to the Account Codes section of the CruzFly User Manual.

May112023
Updated Warnings and Violations for Cardholders and Approvers
Due to the changes implemented on 5/10/23, expense owners and approvers might see new messages when submitting and approving expense reports. We have detailed what users can expect to see, and steps to resolve the messages. If you have any questions, please contact us at ​cruzfly-help@ucsc.edu. Please click here for more information. ​

Updated Warnings and Violations for Cardholders and Approvers:

If draft expense reports created prior to 5/10/23 are submitted, expense owners may encounter new messages indicating that edits are required prior to being able to submit.

Most importantly, if Account Codes were not previously included on individual expense items, expense owners will see the following violation message and will be required to edit all items to include a valid Account Code. If an Account Code is not provided, the expense report cannot be submitted.

Reports created prior to 5/10/23 will also trigger the below warning when submitted. This warning refers to the report header information that may need to be edited prior to submitting.


If you encounter this warning, review the expense report header to confirm that “-- Select --” does not appear in any fields as shown below. If so, edit the report header to indicate if Travel and/or Entertainment expenses are included. Once confirmed, a simple response (e.g., “confirmed”) may be added to the above warning to allow the expense report to be submitted.


Updates for Approvers:

Budget Approvers, F&E Approvers, and Initial Approvers (previously “Managers”) have the ability to modify Account Codes included in expense reports that are awaiting their approval. To Adjust line item Account Codes, expense type, or other information, see the CruzFly User Manual section here. Note that the expense type may need to be edited to allow the use of the appropriate Account Code, since available Account Codes correspond to the categories on the mosaic. For expense reports created prior to 5/10/23, if an approver does not adjust the Account Code, the expenses will be posted to the ledger with the previously associated Account Code for the expenses. That Account Code was previously determined by the selected travel type + destination, or the entertainment type chosen by the expense owner.

Approvers may notice that For reports that were created prior to 5/10/23, report header information may appear incomplete (see above image). Note that all transactional information and attachments are still included in the expense reports. If any backup is missing from the expense report, please contact the cardholder.​

May92023
CruzFly Unavailable - 5/10 - 5/12 - System Updates
It's that time! Starting tonight at 9pm, CruzFly will be unavailable as we implement some significant system updates that we hope will better accommodate expense report creation. We expect the system to be back online on Friday 5/12, but hope that it might come back up earlier than that. We will send email when the system is back online. When we send notification that the system is back online, we will include additional information about the updates, along with guide updates.

As a reminder, no data will be lost and CTE transactions will still come into the system during this time. Additionally, cardholders can continue to use their CTE Cards as normal. 

If you have any questions, please contact us at cruzfly-help@ucsc.edu.
May92023
Fiscal Close 2022-2023 Calendar Now Available
The annual Fiscal Close Calendar for 2022-2023 is now available. This calendar includes important deadlines for invoice, PO/CruzBuy, CTE/CruzFly and recharge processing. In addition, this calendar includes important UCPath related deadlines, including Funding Entry Freeze, and last day for FY23 Salary Cost Transfer Approvals.

A detailed calendar of closing events is posted on the Financial Affairs website. Please take the time to review the Fiscal Close 2022-2023 Schedule.
Apr242023
CruzFly Updates - Coming Soon
In mid-May we are rolling out some significant updates to CruzFly. These updates include simplifying the interface, by updating the header page to allow for Entertainment and Travel expenses on a single expense report; grouping expense tiles into distinct sections; highlighting itemization and, most importantly, additional account codes that are able to be selected by CTE Cardholders, along with validation. These changes will mostly affect Cardholders, but there are improvements for Approvers, as well, including the ability to modify incorrect account codes and foapal elements without needing to return Expense Reports. These changes are going to put us in a good position for future updates to CruzFly (including out of pocket reimbursements).

In order to support these changes, we are requesting that Approvers begin reviewing and clearing their queues as soon as possible and encourage Cardholders to submit any draft Expense Reports they have pending. The changes we are making modify the fundamental account codes in the system, which require any draft expense reports to be updated prior to submission. Over the next few weeks we will provide additional details about the system updates, what you can expect, and the exact go live date.

If you have any questions, please contact cruzfly-help@ucsc.edu.
Thank you again for your support with CruzFly. It's greatly appreciated.
Apr152023

March CTE Statement Reconciliation Due 4/21
Expense reports containing March statement transactions must be submitted and approved by 4/21. April Bank Statement period closes on 4/24.​​​​

Mar152023

February CTE Statement Reconciliation Due 3/24

Expense reports containing February statement transactions must be submitted and approved by 3/24. March Bank Statement period closes on 3/22.​​​​

Feb152023
January CTE Statement Reconciliation Due 2/22
Expense reports containing January statement transactions must be submitted and approved by 2/22. February Bank Statement period closes on 2/22.​​​​
Jan152023

December CTE Statement Reconciliation Due 1/23
Expense reports containing December statement transactions must be submitted and approved by 1/23. January Bank Statement period closes on 1/23.​​​​

Dec152022
November CTE Statement Reconciliation Due 12/23
Expense reports containing November statement transactions must be submitted and approved by 12/23. December Bank Statement period closes on 12/22.​​​​
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.

844.jpg


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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