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Important Reminder: New Expense Reporting Rules Effective July 1, 2025...Enforcing Timely Submission
*New* Important Submission Deadlines
*New* Important Submission Deadlines
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.
Faculty and Staff Accounts (Setting up a New Account)
Faculty and Staff Accounts (Setting up a New Account)
Please contact cruzfly-help@ucsc.edu with any system-related questions.
The following CruzFly Account Types are available:
Expense Reporter (CTE/Instant Card Cardholder/traveler/expense owner)
Student Expense Reporter (Student traveler/expense owner)
Expense Approver (Budget Approver and/or Food & Entertainment Approver)
For Department FOAPALs - this will be our Divisional Accountant
For Research FOAPALs - this will be your Divisional Research Accountant
Initial Approver (Expense reviewer/approver, not tied to delegated budget approval authority)
For Department FOAPALs - this will be the Department Manager
For Research FOAPALs - this will be the P.I.
Delegate Expense Reporter (Submits on behalf of a student, CTE/Instant Card Cardholder, traveler, or expense owner)
Note: One can also designate a "delegate" if someone will be processing your reimbursements on your behalf. More here:
https://financial.ucsc.edu/Pages/CruzFly_Manual.aspx#delegates
Follow the steps below:
Student Accounts (Setting up a New Account)
Student Accounts (Setting up a New Account)
Please contact cruzfly-help@ucsc.edu with any system-related questions.
The following CruzFly Account Types are available:
Expense Reporter (CTE/Instant Card Cardholder/traveler/expense owner)
Student Expense Reporter (Student traveler/expense owner)
Expense Approver (Budget Approver and/or Food & Entertainment Approver)
For Department FOAPALs - this will be our Divisional Accountant
For Research FOAPALs - this will be your Divisional Research Accountant
Initial Approver (Expense reviewer/approver, not tied to delegated budget approval authority)
For Department FOAPALs - this will be the Department Manager
For Research FOAPALs - this will be the P.I.
Delegate Expense Reporter (Submits on behalf of a student, CTE/Instant Card Cardholder, traveler, or expense owner)
Follow the steps below:
Account Information: Enter in the Department Organization Code. It does not limit what FOAPAL you may use to charge expenses to.
Please visit the "Department Weekly Event Page" for specific instructions on how to get reimbursed for meals for Colloquium guests.
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