An overhead view of the Library and Old Gym Building.

The City University of New York sets rules and regulations for when employees travel on official State business; and provides instructions regarding reimbursement for expenses while in travel status. All requests for travel approval and expense reimbursement must be processed via the CUNYfirst Travel and Expense Module. Utilizing this self-service application will expedite the process for approving travel requests, and receiving reimbursement for travel expenses; thus eliminating the paper process. The employee must:

❏ Submit a Travel Authorization

❏ Create an Expense Report

CUNY/State Employees - Travel Guidelines and Resources

To Gain Access to the CUNYfirst Travel & Expense Module

Complete the CUNYfirst Travel & Expense User Access Request form to gain or to change access to the CUNYfirst Travel and Expense Module; where employees can create and submit Travel Authorizations and Travel & Expense (T&E) reimbursement requests.
Proxies must submit their own SEPARATE CUNYfirst Travel & Expense User Access Request form to gain access to the CUNYfirst Travel and Expense Center.
Supervisors/Department Budget Approvers MUST also submit the CUNYfirst Travel & Expense User Access Request form to gain access to the CUNYfirst Travel & Expense Center; in order to review and approve Travel Authorizations and T&E reimbursement requests, submitted by employees.

Guide to completing the CUNYfirst Travel & Expense User Access Request Form

Notes:

This form must be updated/resubmitted to change access or to update your supervisor.
Security access is a one-time request.

Forward the completed form via email to both Sonia Rodriguez at sonia.rodriguez@lehman.cuny.edu and Arlene Young-Irizariz at arlene.youngirizariz@lehman.cuny.edu, or hand deliver the form to Accounts Payable Office, located in Shuster Hall, Room 016.

Travel Card Program

The State of New York Travel Card Program (T-Card) was created to provide employees who receive tax-levy funding with a mechanism to pay for travel expenses when traveling on official State Business. The card holder is responsible for using the Travel card for his/her expenses only when in travel status.

Travel Authorizations ensure that travel requests meet a business purpose, and that the budget is available and set aside for the trip. Travel Authorizations must be approved by the employee's supervisor and department approver before the travel event.

A Travel Authorization is mandatory all travel in state/out of state.
Supporting documentation must be uploaded to CUNYfirst (ex. conference invitations, estimated airfare, etc.)

Create CUNYfirst Travel Authorizations
- Note: The Travel Authorization can be created in CUNYfirst by the Employee by the Employees assigned Proxy.
Supporting documentation must be uploaded to CUNYfirst (ex. conference invitations, estimated airfare, etc.)
The travel Authorization must be completed, approved, and budget checked prior to the travel date.

Use the Job Aids below to see the workflow for Travel Authorization

View Travel Authorization
Modify Travel Authorization
Delete Travel Authorization if no longer needed, first contact Accounts Payable
Cancel Travel Authorization
Approve Travel Authorization - Supervisors only

Create a CUNYfirst Expense Report - An expense report must be submitted within 5 days after the travel end date. Expense Reports must be copied from an Approved Travel Authorization. In addition, all receipts, conference booklets, and final costs must be uploaded into the Expense Report.

View CUNYfirst Expenses in My Wallet for Travel Card Holders
Create An Expense Report - using My Wallet (charges made using the Travel Card)
Create CUNYfirst Expense Reports for Travel Card Holders (my Wallet)
View Expense Report
Delete Expense Report
Travel Voucher Detail Sheet - Form AC148 (used to report local travel to multiple locations)
Approve Expense Report - Supervisors only
How to Enter Expense Location Details on an Expense Report Job Aid

Important Reminders

Employee must change the chartfields when charging the expenses to a different department (Example: Dean, Provost, etc.). Chartfield information should be provided by the department approving the expense.
If you are a member of the PSC, select PSC under the expense type.
Regardless of purpose, all travel must be approved in advance of purchasing any tickets and/or making travel arrangements.
All out-of-town travel requires an approved Travel Authorization in CUNYfirst.
Concur is the preferred method for securing all travel arrangements. It ensures an easy booking process for all NYS travelers; including government rates, when available, for flights and hotels and allows for refunds in the event the travel does not occur. Recommended exceptions include: emergency situations, when the non-contract fare saves $200 or more per round-trip ticket, or contract flights would require the traveler to incur unnecessary overnight lodging costs. All travel expenses whether done through the Agency or independently must be based on the best available economy rate. Exceptions to this must be preapproved by the College's Fiscal Officer/AVP for Financial Operations.The State of New York reimburses for lodging, meals and incidentals based on travel destination (see Per Diem Rates).
Per New York State Travel guidelines, lodging costs that exceed the stated per diem rates must be requested in writing and approved by the Fiscal Officer (see Request to Exceed Travel Allowances Form).

Individuals using their private personal vehicles for college travel purposes are entitled to a mileage allowance which changes periodically based on New York State Travel Mileage Rates.

Travel and Expenses

CUNY/State Employees - Travel Guidelines and Resources

Travel Card Program

Important Reminders