Travel FAQs
As of August 2024, the primary system for reimbursement requests for UCSC affiliates is now CruzFly.
How Can I Be Reimbursed For Travel Expenses?
Expense owners should submit a reimbursement request on CruzFly, with the exception of the below:
- Travel Advance Requests (TAR) should still be used for direct airline (Connexxus), local hotel billing, or when the individual being reimbursed is a non-UCSC affiliate and does not have a CruzID email address.
- Post Travel Reimbursement Requests (PTE) should still be used when the individual being reimbursed is a non-UCSC affiliate and does not have a CruzID email address.
Where Can I Locate The Travel Reimbursement Forms?
For UCSC affiliates who submitted a TAR, and for non-UCSC affiliated travelers, visit the Forms Directory Travel section for reimbursement forms. Forms are submitted through DocuSign or by email as a PDF attachment.
Can I book a shared room or rental space?
No, shared lodging accommodations for UCSC employees during university travel are prohibited and will not be reimbursed. UCSC Employees are required to have a private hotel room that is not shared with other UCSC employees. Employees may also not share a rental space, such as Airbnb or Vrbo. Exceptions may be granted in limited circumstances; please submit requests to the Business Office Assistant.
Can I Pay For Another Traveler’s Expenses?
Paying for the expenses of another traveler is allowable in cases of Outbound or Inbound Group Travel. The Group Leader should work with Business Office staff to ensure compliance with UC travel policy.
UCSC Students and Employees who are traveling on official university business can utilize an Instant Card. This is a temporary virtual credit card (no plastic issued) that can be added to a traveler’s smartphone wallet, Apple Pay or Google Pay, and can be used where credit card payments are accepted. This card is issued to UC travelers who do not have access to the Corporate Travel and Entertainment Card (CTE card).
UC Travel Policy prohibits shared accommodations (including Airbnb, Vrbo, or similar travel accommodation platforms) while traveling on behalf of the University. Refer to the Travel Guide Lodging page for further information. Exceptions may be granted in limited circumstances.
What Can I Use A Travel Advance Request Form (TAR) For?
- For a non-UCSC affiliate to receive an early reimbursement for out-of-pocket
- expenses.
- To receive a trip number to purchase a flight or book hotels.
- To request a cash advance for anticipated expenses.
Please note that a Post Travel Expense (PTE) form will need to be submitted within 45 days of the return of your trip to reconcile the TAR.
How do I submit a TAR form?
Travel Advance Request forms are sent as a PDF attachment by email to the Business Office Assistant.
Can I Drive To My Destination Rather Than Fly?
Depending on the distance of your destination, utilizing a personal vehicle in lieu of airfare requires documentation to be saved and submitted of pre-travel airfare cost comparatives for only the University business portion of the trip. Airfare comparatives must display all available options for the location and time of travel using standard commercial air carriers or through the campus travel program, Connexxus. The airfare comparatives must be attached to the Post Travel Expense form / CruzFly report, in which the lesser of the costs will be reimbursed.
Please note that your personal automobile must have insurance coverage. For more information, refer to the Rental Car and Personal Auto Usage page of the Travel Guide.
What Receipts Are Needed To Support Proper Documentation?
Original itemized receipts or documentation from the vendor that contains the charges, total amount, and payment method. Monthly credit card statements alone will not suffice as supporting documentation.
I Can’t Find My Original Receipts. What Should I Do?
Itemized receipts are required for any expenses over $75.00 including but not limited to, lodging, rental car, airfare, and conference registration fees. If the original receipt cannot be located and all measures to obtain a duplicate receipt from the vendor have been exhausted follow the applicable process:
For UCSC affiliates, complete and attach the CTE Lost/Missing Receipt form to CruzFly.
For UCSC affiliates who submitted a TAR, attach a note on the PTE form explaining why original receipts are not included with the PTE form. A bank statement or credit card statement showing that the correct amount was paid and charged should be included. Additionally, include a statement certifying that you will not seek reimbursement from any other source for the same missing receipt. An Exception to Policy request will then be submitted to the Arts Dean for approval.
Can I Purchase A “bundle” Airfare And Lodging Package?
No, the purchase of a “bundle” package obtained through an Internet travel agency that does not provide a detailed receipt or invoice identifying the costs of airfare, lodging, and incidentals is unallowable.
Where Can I Find The Currency Converter?
You may utilize the OANDA Currency Converter and input the non-USD total and purchase date reflected on the receipt for each expense being converted. Include both the receipt and the conversion rate with your travel reimbursement.
Where Can I Find Foreign Per Diem Rates By Location?
Visit the Office of Allowances webpage for the foreign per diem rates by location.
Who are the Approvers and where do I find their contact information?
The Tier 1 / Initial Approver is the Business Office Assistant. The Tier 2 / Expense Approver varies depending on the fund source and approval type. If uncertain, please email or assign the Business Office Assistant, who can redirect the approval.
Visit the Business Office Staff page for contact information.