Employee Travel and Expense

Reimbursement Module Overview

The Travel and Expense Reimbursement

Module is used for reimbursement of the following:

• Employee out of town travel

• Employee local travel (if the department does not have Petty Cash)

• Employee out of pocket non-travel related expenses (no one should be paying for any goods or services from their own funds unless it is an emergency and all Purchasing regulations are met)

• Employee moving expenses

Changes:

AUTHORIZATION• Employees or their proxies will have to enter an

online Travel Authorization into CUNYfirst and they will still have to complete a State Employee Travel Authorization Reimbursement Request Form prior to the trip. This authorization is only required for employee out of town travel.

• Forms and documentation have to be scanned and attached to online forms but originals will still be collected.

EXPENSE REPORT

• Employees or their proxies will have to enter an online Expense Report and they will still have to complete an Employee Report Of Travel Expenses and Claim For Payment (formerly New York State Travel Voucher) or an Employee Expense Claim Form for local travel, out of pocket expenditure and moving expense reimbursement.

• Forms and documentation have to be scanned and attached to on-line forms but originals will still be collected.

No Changes:

• Requests for a higher lodging reimbursement than the GSA rate still has to be requested by memo to John Battaglia. This request is not part of the travel authorization.

• Non-employee travel and expense reimbursement will still be submitted on a CUNYfirst Non-PO Voucher Requisition.

• Petty Cash replenishment will still be submitted on a CUNYfirst Non-PO Voucher Requisition.

Travel and Expense Security Access:

• The Travel & Expense Administrator (Accounts Payable) will be responsible for adding employees who are requesting reimbursement into CUNYfirst. This will only be necessary for employees who have not already been added to the system.

• The Travel & Expense Administrator (Accounts Payable) will work with the Hunter College Application Security Liaison (ASL) who will assign the appropriate roles in CUNYfirst.

Security Access Continued:

• CUNY’s Vendor Management Unit will enter the employee into the CUNYfirst Vendor File.

• This form will also be used to update approvers in the Travel & Expense Module.

Travel and Expense User Roles:

Employee – individual who is being reimbursed

Proxy – an individual assigned to enter the Travel Authorization and Expense Report in CUNYfirst on the Employee’s behalf

Supervisor – the Employee’s supervisor who is responsible for approving the Travel Authorization estimated expenses and the Expense Report

User Roles Continued:

Department Approver 1 - individual responsible for approving the use of department funds for the Travel Authorization and the Expense Report

Department Approver 2 - individual responsible for approving the use of department funds for the Travel Authorization and the Expense Report

User Roles Continued:

AP Audit Approver – reviews the Expense Report receipts and chartfields before being released to the AP Supervisor

AP Supervisor – final review before being released to State for processing refund

CUNYfirst Employee Travel and Expense

Reimbursement Module Overview