Financial Resources

• Account Codes Directory
• Direct Payment Form
  • Tier 1 and Tier 2 Authorization: Overview || Approvers
  • Award Payments to Students
• DocuSign: Overview || Acceptable Uses and Guiding Principles
• FIS Banner Posting Schedule
• Payroll Production Posting Schedule
• Payee Setup 204: Instructions || Form
• Methods for Purchase
• Campus Fund Types

• Payments & Reimbursements
• UCSC employees must submit completed travel, entertainment, and out-of-pocket reimbursement claims within 45 days of the trip, event, or expense incurred for UC business.
• CTE Card activity reconciliations submitted after 90 days will be reported as taxable income and applicable taxes will be withheld from the employee’s paycheck.
• The CTE card will be suspended after 60 days of non-compliance in reconciling expenses and permanently revoked after 90 days.
• Reimbursement claims, including direct billing and out-of-pocket expenses, will not be accepted if submitted after 90 days.
• The 90-day deadline for travel claims begins after the trip ends, while reimbursement claims are counted from the transaction date.

• CruzFly: (primary system for reimbursement requests) [Announcements]
  • Instructions
  • CTE Process Workflow
  • CTE Card Submission Requirements
• Entertainment, Business Meetings and Other Events Expense Guide
• EOA/EEC Approval Chart
• Top-Level Approval
• Host Certification
• Full-Service Catering Policy
• Per-Person Spending Rates
• Entertainment Reporting Form (ERF) (use for non-UCSC affiliates only)
• Alcohol Served or Consumed (including donated)
  
  • See Top Level Approval
  • Campus Alcoholic Beverage Policy for UCSC Sponsored Events
  • Appendix A: Flow Chart for Alcoholic Beverages Served at Events

• CruzBuy: Account Set Up || Authorized Signatures || User Manual || Ship to Codes
• ProCard: Financial Affairs resource page || Guide || Authorized Signatures
• How to Pay or Get Reimbursed
• Account Codes Directory
• Procurement Resources

• CruzFly: (primary system for reimbursement requests) [Announcements]
  • Instructions
  • Corporate Travel & Entertainment (CTE) Card
  • CTE Process Workflow
  • CTE Card Submission Requirements
• Instant Card [This card is issued to UC travelers who do not have access to the Corporate Travel and Entertainment Card (CTE card).]
• Pre and Post Travel Process
  • Use of personal vehicle in lieu of airfare (cost comparison requirement - see last bullet point under Personal Automobile Usage info)
• Exception to Policy (ETP) guidance
  • Exception to Policy for Travel Request Form
  • Travel Policy Exceptions Delegated by the Chancellor
• UCSC Travel Guide
  • Hotel Room, Lodging, Meals and Incidentals (type "guest" into search box)
  • Shared lodging accommodations are not allowed for UCSC employees, including in hotel rooms or Airbnb/VRBO. Only single occupancy lodging accommodations are allowed for UCSC employees. Requests for exceptions (for example, ADA accommodations, field research) should be directed to the employee’s applicable Principal Officer. (Campus Policy)
• Tier 1 and Tier 2 Authorization: Overview || Approvers
• Travel Forms Help Page
• Post Travel Expense Form: (use for non-UCSC affiliates only)
  • Instructions
  • Post-Travel Expense Web Form || PDF (right click on link and Save Link As)
  • Meals and Incidental Expense Rates: Within and Outside Continental U.S.
  • Mileage Reimbursement Rates
  • Mileage Log (right click on link and Save Link As)
• Rental Car
• Cancelled Travel
• Moving and Relocation || Reimbursement Form (right click on link and Save Link As)
• Hotels in the Santa Cruz Area
• External Travel FAQ

If you experience a broken link on the Toolkit, please contact Daria Troxell at dtroxell@ucsc.edu or 9-2351.