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CUNYfirst Travel and Expense User Access Request

Finance and Administration
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CUNYfirst Travel and Expense User Access Request

GUIDE TO COMPLETION

This is a required form to establish and/or change security access to the CUNYfirst Travel and Expense module, which grants system users the the capability to create/modify/authorize/cancel Travel Authorizations and Travel and Expense Reimbursement requests.  

Complete the fillable PDF electronically to ensure legibility:


Note: Employees who also wish to apply for the CUNY Travel Card must also complete the NYS Citibank Credit Card Acknowledgement Application
 

PAGE ONE

EMPLOYEE INFORMATION SECTION:


 
a. Last Name
b. First Name
c. CUNYfirst EMPL ID (8 digit ID provided when the user claimed their CUNYfirst account)
d. Job Title
e. Official Station (work location street address/zip code)
f.  Business Unit/Campus = CTY01/CCNY
g. Department Name
h. Work Phone (10 digit number)
i.  CUNY email address
j.  Employee signature and date (CUNY requires completion of ALL fields and employee signature acknowledging the "Confidentiality Statement")
 



SKIP the "Travel & Expense Admin's Section" and proceed to "Travel and Expenses Functional Roles"  

 

TRAVEL AND EXPENSES FUNCTIONAL ROLES
 

Add_TE_Entry

Place an "X" in the appropriate "Add" or "Remove" field(s) for your role(s).

Each functional role requires a SEPARATE request form:

  • Travel and Expense Entry (Mandatory Role) - Employees who will enter and submit travel requests and travel and expense (T&E) reimbursement requests.  Employees must specify their Travel and Expense Supervisors.  Travel and Expense Supervisors must submit their OWN separate forms.
  • Travel and Expense Delegate Entry (Optional Role) - Proxies who will enter and submit travel requests and T&E reimbursement requests on behalf of expense users.  Delegates must submit their OWN separate forms. 
  • Travel and Expense Supervisor/Department Level 1/Department Level 2 (Mandatory Role) - Individuals who will APPROVE Travel Authorizations and Travel and Expense Reimbursement requests, (e.g. typically, Department Heads, Budget Directors, etc.)

In order to streamline the approval process, individuals who will APPROVE Travel Authorizations and/or Travel and Expense Reimbursement requests, should select the following THREE roles:

  1. Travel and Expense Supervisor
  2. Travel and Expense Department Level 1
  3. Travel and Expense Department Level 2
     

Travel and Expense Supervisors/Dept. 1/Dept. 2 Level Approvers must submit their OWN separate forms.

After selecting your functional role(s), proceed to PAGE TWO - "Primary Permission List and Row Level Security". 

 

PAGE TWO

PRIMARY PERMISSION LIST AND ROW LEVEL SECURITY

Select_TE_PrimaryPermission
 

Place an "X" in "CUFSDPAPxxx (Travel and Expense Only)" and proceed to PAGE THREE - "For Employee" section.

 

PAGE THREE

FOR EMPLOYEE

TE_For_Empl_Section
 

Complete ALL fields in the "For Employee" section:

a. Last Name
b. First Name
c. Date of Security Activation - If adding a new role, enter current date
d. Date of Security Deactivation - If removing a role, enter current date
 

Proceed to "Managerial Request" section.
 


MANAGERIAL REQUEST

TE_MngrReq_Section

Complete ALL fields in the "Managerial Request" section: 
a. Business Unit = CTY01
b. Department
c. Manager's Last Name
d. Manager's First Name
e. Manager's Signature
f.  Date
 

Proceed to PAGE FOUR - "Additional Information Form"


 

PAGE FOUR 
 

PAY STATUS

TE_PayStatus
 

Place an "X" in the appropriate Pay Status and proceed to the "Employee Information" section.
 


EMPLOYEE INFORMATION

TE_Empl_Info_section
 

a. Full 9-digit SSN (required by CUNY Vendor Management Unit)
b. NYS EMPL ID (refer to your CUNY Pay Statement)
c. Home Address
d. Home Address City
e. Home Address State
f. Home Address Zip
 

Proceed to "CUNYfirst Chartfields - Department Budget Information" section.

 


CUNYFIRST CHARTFIELDS - DEPARTMENT BUDGET INFORMATION

TE_Chartfields
 

Refer to the Chartfield Lookup Tool to complete the CUNYfirst Chartfields - Department Budget Information.

TIP: The Chartfield Lookup Tool link downloads an Excel Macro-Enabled Workbook.  Open the workbook, then, "Enable Editing" AND "Enable Content" to experience the full functionality of this tool.  

After completing the "CUNYfirst Chartfields" section, proceed to the  "Functional Role Names" section.
 


FUNCTIONAL ROLE NAMES


TE_RoleNames_section
 

a1:a2. Enter  the name and CUNYfirst EMPL ID of the Travel and Expense User (mandatory role)

b1:b2. Enter the name and CUNYfirst EMPL ID of the Travel and Expense Supervisor (mandatory role)

c1:c2. Enter the name and CUNYfirst EMPL ID of the Travel and Expense Delegate (optional role)
 


SUBMITTING THE FORM 

Due to the sensitive nature of this information, DO NOT email or electronically transmit this form.  

Deliver the hard copies, as a package (including forms for Delegates/Supervisors), to the Accounts Payable department, located in Wingate Hall, room 112.

Accounts Payable WILL NOT accept and will immediately DELETE any and all forms received electronically.