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Important Reminder: New Expense Reporting Rules Effective July 1, 2025...Enforcing Timely Submission
Weekly Events
Weekly Events
Astronomy maintains an "Astro Google Event" calendar. It is located on our Department Home Page. Each Monday, an announcement is sent out with a list that compiles all the details of events taking place that week.
Colloquia
Astronomy colloquia are scheduled from 10:25-11:45 AM on Wednesdays and take place in Nat Sci Annex 101.
Colloquia are preceded by coffee and snacks at 10:00 AM in the CfAO atrium.
FLASH
Friday Lunch Time Astrophysics Seminar
Fridays 12:00pm - 1:00pm, ISB 102
Guest speakers who are UCSC employees/affiliates (policy on meal reimbursements) IMPORTANT!
Guest speakers who are UCSC employees/affiliates (policy on meal reimbursements) IMPORTANT!
Summary of PB Sci Divisional policies related to guest speakers who are UCSC employees/affiliates:
UCSC FACULTY GUEST SPEAKER:
No meal reimbursement, other than colloquium light refreshments*, when seminar or colloquium speaker is faculty local to UCSC Campus (from host department or other department).
OK to have local faculty as guest at meal if talk is part of the pre-tenure or tenure review process. Local faculty as guest is otherwise not allowed. Must use unrestricted funds.
Reimbursement will be determined on a case-by-case basis if guest speaker is emeritus. In general, if emeritus faculty member is recalled, on active duty, then reimbursement is NOT allowed. If emeritus is not active, then reimbursement will be looked at on a case-by-case basis.
*Light refreshments provided in conjunction with colloquium presentation is allowed.
UCSC AFFILIATE - NON-FACULTY - GUEST SPEAKER:
OK, whether the seminar speaker is internal or external to the Department, when attendees at the meal include students or postdocs from the department (aside from those in his or her immediate research group).
OK if seminar speaker is a postdoc or in a similar title, and will be expected to be giving job talks with associated seminar dinners at other institutions.
As a general rule, cannot have local speakers with only faculty as meal attendees.
Colloquium Reimbursement Info and CruzFly step by step instructions
Colloquium Reimbursement Info and CruzFly step by step instructions
How to be reimbursed when Department Funds are covering the costs
➡️ Hosting the speaker for Colloquium meals
Colloquium Expense FOAPAL:
Org - Fund - Activity Code
403110 - 20086 - ATCOLL
Initial Approver = Alyssa Danielli / alfadani@ucsc.edu
(The initial Approver is the Department Manager for Department funds)
Note: any meals the guest speaker seeks reimbursement for when not being hosted by a faculty member are “travel” (not entertainment) and will be submitted as a travel reimbursement on their behalf by the Department Administrative Assistant along with their other travel costs.
Before you start:
➡️ You must obtain an itemized receipt to be reimbursed by the Department. (Required only if $75 or more.)
Alcohol must be on a separate receipt and is not reimbursed.
A credit card receipt with the total is not sufficient if the total is more than $75.
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CruzFly Step by Step How To
Log into CruzFly at -
https://financial.ucsc.edu/Pages/Launch_CruzFly.aspx
➡️ If you do not have an account - please refer to the following page.
Last Step – SUBMIT
Step 1: Create your “Expense Report Header” and Save
Click CREATE in the Expenses section of your account dashboard to create a new expense report. The initial Approver is the Department Manager. Entertainment Included = YES
Step 2: Adding Out-of-Pocket Expenses to Your Expense Report
Next, click ADD EXPENSE in the middle of the screen, or the plus (+) sign at the top of the screen.
Step 3: Select Create New/Entertainment/Local Entertainment
Step 4: Complete the Form/Upload Receipt / Save
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