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:
CUNYfirst (PeopleSoft) Security forms (Scroll down to "Procurement Travel & Expenses" under "Financials)
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:
G. Work Phone Number
J. Apartment Number (if applicable)
STATE TAX LEVY EMPLOYEES ONLY SECTION:
A. PayServ ID ("N" NYS EMPLID number found on employee pay stub)
B. Work Address (work location street address)
C. City (of work address)
D. State (of work address)
E. Zip Code (of work address)
CONFIDENTIALITY STATEMENT:
A. Employee Signature
B. Date
PAGE TWO
TRAVEL & EXPENSES ROLES:
A. Entity - Select either "Tax Levy" or "Non-Tax Levy" from the drop-down menu
B. Functional Role - Select functional role from the drop-down menu (e.g. Travel & Expenses: Employee/Proxy/Supervisor/Dept. Approver Level 1/Dept. Approver Level 2). You can select multiple functional roles, however, employees cannot approve their own travel authorizations and expense reports.
C. Business Unit - Select appropriate business unit from drop-down menu.
D. Action - Select "Add" or "Remove" from drop-down menu.
ADDITIONAL REQUIRED INFORMATION FOR SPECIFIC TRAVEL & EXPENSES FUNCTIONS:
A. Supervisor EMPLID - Enter the CUNYfirst EMPLID of the supervisor who will approve your travel authorizations and expense reports in CUNYfirst
B. Entity - For "Tax Levy" refer to the Chartfield Structure Lookup Tool for assistance with completion of the row. For "Non-Tax Levy" consult Ilona Roman, Manager of Non-Tax Levy Accounts about non-tax levy chartfield information.
C. GL Unit - For "Tax Levy" select "CTYPR" from the drop-down menu. For "Non-Tax Levy" consult Ilona Roman, Manager of Non-tax Levy Accounts about non-tax levy GL Units.
D through J. Fund/Department/Major Purpose/Operating Unit/Program/Funding Source/Special Initiative - For "Tax Levy" refer to the Chartfield Structure Lookup Tool for assistance with completion of the row. For "Non-Tax Levy" consult Ilona Roman, Manager of Non-tax Levy Accounts about non-tax levy chartfield information.
SECTION B - PROXY:
A. Proxy EMPLID - CUNYfirst EMPl ID of proxy
B. Authorized for Employee's EMPLID - CUNYfirst EMPLID of employee on whose behalf you are performing data entry. If there are more than two employees, list their CUNYfirst EMPLIDs with a note in the "Special Considerations" section located on the bottom of page four.
SECTION C - SUPERVISOR:
A. Supervisor EMPLID - CUNYfirst EMPLID of Supervisor (who approves travel authorizations and travel and expenses reports in CUNYfirst).
B. Approve for Employee's EMPLID - CUNYfirst EMPLID of employee submitting travel authorizations and travel and expenses reports for approval. If there are more than two employees, list their CUNYfirst EMPLIDs with a note in the "Special Considerations" section located on the bottom of page four.
SECTION D - DEPARTMENT APPROVER:
A. Approver EMPLID - Enter CUNYfirst EMPLID of department approver
B. Department Number - Enter CUNYfirst department number (see Chartfield Structure Lookup Tool)
C. Level - Select Level "1" (approves CUNYfirst travel authorizations) or Level "2." (approves CUNYfirst travel & expenses reports). The same person may be a department level 1 and a department level 2 approver.
D. Business Unit - Select appropriate business unit: CTYPR - Tax levy. Consult with Ilona Roman, Manager of Non-Tax Levy Accounts regarding CTY04 and CTY55 business units.
PAGE THREE
TRAVEL & EXPENSES ADMINISTRATOR ONLY:
Skip this section and go to the next section titled "Primary Permission List and Row Level Security is Required."
PRIMARY PERMISSION LIST AND ROW LEVEL SECURITY IS REQUIRED:
Only ONE permission list is allowed for an individual. Select the appropriate check box(es) for the requested Business Unit(s).
APPROVALS AND SPECIAL CONSIDERATIONS
A. Employee Last Name
B. Employee First Name
C. Manager Last Name
D. Manager First Name
E. Manager Signature
F. Date
Skip the "Campus Approvals" and "Central Office ONLY" sections and go to "Special Considerations or Comments"
SPECIAL CONSIDERATIONS OR COMMENTS
Indicate any special considerations, comments and/or explanatory notes in this section such as all of the necessary and appropriate information requested for additional Proxies, Supervisors and Department Approvers (see sections B, C and D on page two).
Sensitive Information
CUNY Vendor Management Unit requires social security numbers to set up employees as state vendors in order to process reimbursement payments. Please contact Accounts Payable to provide this sensitive information verbally by telephone.
SUBMITTING THE FORM
Submit completed forms to Accounts Payable (AP) located in Wingate Hall, room 112. AP will obtain the appropriate Business Manager and VP approvals and forward forms to IT for processing. The employee will receive CUNYfirst system generated emails about status and confirmation of processing.
Last Updated: 02/07/2022 17:45