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Travel & Expense

Finance and Administration
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Travel & Expense

ANNOUNCEMENTS

OVERVIEW

The Office of the State Comptroller sets rules and regulations for when employees travel on official State business; and provides instructions regarding reimbursement for expenses while in travel status.  When an employee travels on official state business, only actualnecessary and reasonable business expenses will be reimbursed.  

Travelers and supervisors are responsible for knowing these rules and regulations as outlined in the State of New York Office of the State Comptroller Travel Manual.

DETERMINING TRAVEL STATUS

When employees are on assignment at a work location more than 35 miles from both their official work station and their home, they are considered in travel status and are eligible for reimbursement of travel expenses in accordance with State rules and regulations.

Employees must obtain appropriate approvals prior to traveling for an assignment.  (Refer to the State of New York Office of the State Comptroller Travel Manual for rules regarding local travel or travel in proximity of official work station or home - i.e. under 35 miles).  

TRAVEL AUTHORIZATION

ALL travel must be approved in advance of purchasing any tickets and/or making travel arrangements.  Travel Authorizations ensure that travel requests meet a business purpose and that budget is available and set aside for the trip.  

Additionally, University policy requires that all business travel must be booked through CUNY CONCUR, using a New York State issued Travel or NET card.  CONCUR is the online travel reservation system, approved for use by NYS.  (See "Making Travel Arrangements"  and "Travel Card Program" below for more details.)  Employees are prompted to enter their CUNYfirst Travel Authorization ID prior to booking with CONCUR. 

The CUNYfirst Travel and Expense Center provides a self-service module where employees and supervisors can request Travel Authorizations; obtain approvals; and create, submit and approve expense reimbursement requests.  

HOW TO GAIN ACCESS TO THE CUNYFIRST TRAVEL & EXPENSE CENTER

Use the CUNYfirst Travel & Expenses User Access Request form to gain and/or change access to the CUNYfirst Travel and Expense Center; where employees can create and submit Travel Authorizations and Travel & Expense (T&E) reimbursement requests; (Refer also to the below "How to Apply for a CUNY Travel Card" and "Making Travel Arrangements" sections for relevant information).

Supervisors/Department Budget Approvers MUST also submit the CUNYfirst Travel & Expenses User Access Request form to gain access to the CUNYfirst Travel & Expense Center; in order to review and approve Travel Authorizaions and T&E reimbursement requests, submitted by employees. 

After employees and supervisors gain access to the CUNYfirst Travel and Expense Center, refer to the resources below for how-to guidance regarding creating, submitting and approving Travel Authorizations in CUNYfirst: 

EXPENSE USERS CUNYFIRST NAVIGATION - JOB AIDS

APPROVERS CUNYFIRST NAVIGATION - JOB AIDS

TRAVEL CARD PROGRAM

CUNY participates in the State of New York Travel Card Program which provides employees with a mechanism to pay for travel expenses.  The travel card is generally available to all employees who are expected to travel at least once a year as part of their job.  Only appropriate travel expenses may be charged to the card:

  • A tax levy employee who wishes to have a travel card may only use the travel card for their OWN expenses related to travel.  These include local transportation, conference fees, airfares, lodging.  See guidelines regarding Per Diem Lodging and Meal Allowances for more information.  
  • The travel card may NOT be used for any travel expenses for any other person - tax levy or non-tax levy.
  • The travel card may NOT be used for non-tax levy expenses. 

HOW TO APPLY FOR A CUNY TRAVEL CARD

Complete the following forms: 

Forward completed forms as a package, (including forms for Delegates/Supervisors/Department Budget Approvers), to Accounts Payable, located in Wingate Hall, Room 112.

MAKING TRAVEL ARRANGEMENTS

New York State has awarded the contract for Travel Management Services solely to Child Travel New York, Inc (d/b/a Direct Travel). Direct Travel offers their Online Travel Reservation System known as CONCUR, which ensures an easy booking process for all NYS travelers; including government rates, when available, for flights, hotels and car rentals as well as agent-assisted reservations.  

In order to have access to CONCUR, CUNY travelers are required to have a State issued Travel Card, (or Non-Employee Travel (NET) Card), and a profile with CONCUR.  Individualized CUNY CONCUR Welcome Letters, including log-in credentials and links to tutorials, were emailed to CCNY card holders during the last week of September, 2016.  If you did not receive a Welcome Letter or applied for a card after the aforementioned time period, please refer to the following links: 

Transaction Fees for Airline and Rail Reservations Fee Amount per Ticket
CONCUR Airline Transaction Fee $4.95
CONCUR Rail Transaction Fee $4.95
Agent Assisted Airline Transaction Fee $14.95
Agent Assisted Rail Transaction Fee $14.95
Emergency/After Hours Call Transaction Fee FREE

Employees must bear in mind their responsibility to secure the most economical method of travel in the best interest of the State.  

TRAVEL AND EXPENSE REPORTS AND MY WALLET

Upon return, employees are required to submit expense reports within 5 days of the end of the travel event to account for all expenses.  Expense reports must be submitted for all charges, whether or not out-of-pocket expenses were incurred; including Travel Card transactions, employee reimbursable and non-reimbursable expenses.

My Wallet is a feature of the Travel & Expense module in CUNYfirst, available to all Travel Card holders, enabling travel card transactions, received from Citibank, to be loaded directly into the Travel and Expense module. These Travel Card expenses can be included directly on employee Expense Reports by selecting the correct transactions from My Wallet; thereby eliminating the need to separately reconcile Travel Card transactions in the credit card module.  

Important Reminders

  • Maintain an accurate record of expenses, required receipts and supporting documentation, including departure and return times, and mileage.
  • Only actual, reasonable and necessary business-related expenses will be reimbursed, and such expenses must be properly indicated and justified on the Expense Report.
  • Travel and Expense Reports should be created by copying from an approved Travel Authorization in CUNYfirst, (except for local travel).
  • You must change the My Wallet Expense Type entries from "VISA transaction" to the correct Expense Type for the transaction, (e.g. PSC Taxi/Car Service, Non-PSC Train Ticket, etc.).  Choose the appropriate Expense Type for each transaction from the drop-down menu in My Wallet, before you move the transactions to your Expense Report.  
  • When Travel Authorizations are copied to an Expense Report in CUNYfirst, make sure that the "estimated" TCard entries from the Travel Authorization are deleted from the Expense Report; and replaced with the actual transactions from My Wallet.
  • Employees are still required to submit Expense Reports to account for all expenses, even if they miss the 5-day submission window.  

Refer to the resources below for how-to guidance regarding creating, submitting and approving Travel and Expense Reports in CUNYfirst: 

EXPENSE USERS CUNYFIRST NAVIGATION - JOB AIDS

APPROVERS CUNYFIRST NAVIGATION - JOB AIDS

FORMS

Contact Information

Accounts Payable 
 
Wingate Hall
Suite 112
160 Convent Avenue
New York, NY 10031
 
p: 212.650.6873
f: 212.650.6719