Reimbursement FAQs
Important Updates:
- Sept 2025 – OneCard will replace Pro-Card and expand CTE Card beginning 9/30/25
- OneCard will provide one system for both university travel/entertainment expenses and low-value business purchases. The application will be available on 9/15/25. Refer to the CruzFly Announcement for further information
- Aug 2025 – Direct Payment forms are now mainly submitted through CruzBuy.
- Aug 2024 – CruzFly is now the primary system for reimbursement requests for UCSC affiliates
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.
Can I Purchase Supplies Out Of Pocket?
Yes. If you purchase general supplies (such as non-edible tangible goods) out-of-pocket, simply save your receipt, complete a Payee Setup 204 form, and submit a reimbursement request on CruzFly.
Can I Purchase Equipment Over $5k And Get Reimbursed?
No. A purchase order must be used to purchase equipment more than $5,000. Please note that the University is obligated by UCOP and Federal policy to inventory and tag any equipment over $5K for audit reasons. A direct payment cannot be made to the vendor for equipment, and out-of-pocket payments for equipment, regardless of cost, will not be reimbursed. Refer to the Equipment (Purchased) Payment Guide for further information.
Can Someone Else Pay For My Items And Get Reimbursed?
The individual may complete a Payee Setup 204 form and use a Direct Payment form in their name if a non-UCSC affiliate, or use CruzFly if a UCSC affilaite. Receipts with another individual’s name listed may not be submitted for reimbursement.
Please note, Direct Payment forms are now mainly submitted through CruzBuy.
What should I do if I lost or am missing a receipt?
Complete and attach the CTE Lost/Missing Receipt Form to CruzFly.