Travel: How to pay, get reimbursed

If you plan on being reimbursed frequently for travel charges please consider obtaining a CTE Card. The reimbursement process for travel is painful. Financial Affairs is working on a replacement system that will streamline the process and be less vexatious. 

The Travel Advance Request (TAR) form is used to request cash advances, pre-trip reimbursement or direct payment to vendors.  A trip number will be issued by FAST. The trip number can be used for direct payment to vendors set up with UCSC direct billing.  The trip number and all monetary advances need to be identified in the upper right corner on the post travel form when travel is completed.  The post travel form is mandatory to be completed when travel is complete to close out the travel requested via the TAR.

Travel Advance Request Form

Here are local hotel information and payment options:

Local Hotels in the Santa Cruz Area

If the hotel accepts a "UCSC Trip Number", you will complete a TAR (see above).  Once tars@ucsc.edu receives the completed TAR - they will assign a Trip Number and will email the hotel with the # to set up direct billing.

You may also use your CTE Card by arranging payment with the hotel.
 

CruzFly is UCSC’s Expense Reporting System, powered by Chrome River. It is an online application used to reconcile Corporate Travel & Entertainment (CTE) Card Expenses and to process reimbursements for University business expenses.

CruzFly replaces :

• CTE Travel & Entertainment Reconciliation form (TERF) 

• Entertainment Reporting Addendum (ERA) form 

• provides an electronic solution for the reconciliation of CTE Visa Card statements. 

• replaces the ERF (Entertainment Reporting Form), 

• Post Travel Expense Form

• Direct Payment Form for most situations involving UCSC employees. 

The Post Travel Expense Form will still be available for use for students and non-UCSC affiliates, including visiting individuals. The Direct Pay Form will still be available for participant support payments, honoraria, and direct payments to vendors.

One can also designate a "delegate" if someone will be processing your reimbursements on your behalf.

Please contact cruzfly-help@ucsc.edu with any system-related questions. ​

Did you receive a travel advance payment, but not use all the funds or need to reimburse payment made with a ProCard of CTE card?  You will need to repay the University any unspent funds from a TAR or Card repayment. Simply fill out the Card Cash Repayment form. Follow the instructions to drop off or mail the form and repayment to the SBS Financial Service Center.

Card Cash Repayment form