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Traveler - Frequently Asked Questions

You must first request and attain permission to travel by completing a Travel Authorization via CUNYfirst. Authorization for both out-of-town travel and local travel must be completed and submitted, via CUNYfirst, for approval to the individual’s chairperson/designee and thereafter to the Provost/Senior Vice President of Academic Affairs at least six (6) weeks prior to the date of departure.

You will find the Travel Authorization form in the CUNYfirst Travel and Expense Center. Login to the CUNYfirst Financial Supply Chain and follow this path: Employee Self-Service > Travel and Expense Center > Travel Authorization > Create.

To obtain access to the Financial Supply Chain and Travel and Expense Center, please complete the access request form. Your department chairperson/designee should sign the Managerial Request section on Page 3.  After you have completed and signed the form, and your department chairperson/designee has signed the form, bring it to the Office of Accounts Payable, room S712.  While you are visiting the Office of Accounts Payable, please be sure to verify your home address, or elect direct deposit.

 

Learn how to complete a Travel Authorization by viewing the E-learning lesson “Create Travel Authorization” – select “Launch” to begin.  This E-learning lesson is a voice guided step-by-step tutorial designed to help you complete your Travel Authorization.

PSC CUNY = up to $450.00
The Provost’s Travel Fund = additional travel funds up to $450.00
Support for First-time Presenters = up to $500.00
Support for Professional Leadership Activities = up to $750.00

Per diem rates for travel are based on the location traveled to.  Please visit http://www.gsa.gov/portal/category/100120

Per diem rates for meals are based on the location traveled to.  Please visit  
http://www.gsa.gov/portal/content/101518

An appropriate brochure and/or conference announcement should be attached when submitting the Travel Authorization form.

Your department chairperson/designee will review your Travel Authorization and approve it, deny it, or send it back to you for revision.  After approval by the chairperson/designee, it then goes to the Office of Academic Affairs for review and approval.  If the Travel Authorization needs modification it will be sent back to you with instructions in the “comments” field indicating what changes need to be made.

Look for email status updates - you will receive email notices from CUNYfirst advising you that your report has been approved, sent back for revision, or denied.

Login to the CUNYfirst Financial Supply Chain and follow this path to view your Travel Authorization: Employee Self-Service > Travel and Expense Center > Travel Authorization > View.  Scroll to the bottom of the form to view the approval path listing your name, the date and time of submission; the name of your chairperson/designee, the date and time they approved it or sent it back to you; and the name of your Office of Academic Affairs approver, and the date and time they approved it or sent it back to you.  If you see no action date/time stamp next to the name of your approvers, your Travel Authorization is still pending.

Travel Expense Reports must be submitted within 30 days after the date of completion of travel. Failure to comply will be subject to denial of funding. If travel has taken place in the month of June, the Travel Expense Report must be submitted immediately upon return from the trip, so that it can be charged against the correct fiscal year.

You must complete a Travel Expense Report in CUNYfirst. All expenses must be itemized and original receipts and/or copies of canceled checks must be scanned and attached to the Travel Expense Report (credit card receipts and statements alone are not acceptable); an original conference program must also be scanned and attached to the expense report. Reimbursable expenses, subject to maximum allowances, include transportation costs (rental cars are not covered), meals, lodging, and registration fees for conventions and seminars (individual membership fees are not covered).

You will find the Travel Expense Report form in the CUNYfirst Travel and Expense Center. 
Login to the CUNYfirst Financial Supply Chain and follow this path: Employee Self-Service > Travel and Expense Center > Expense Report > Create.

Learn how to complete an Expense Report by viewing the E-learning lesson “Create Expense Report” – select “Launch” to begin.  This E-learning lesson is a voice guided step-by-step tutorial designed to help you complete your Expense Report.

Original receipts and conference program should be scanned and attached to the Travel Expense form.

Items to be submitted for reimbursement

  • E-ticket receipt (Must show that payment was made with credit card information)
  • Regular ticket stubs/receipt (Must contain the $ amount of the ticket)
  • Boarding passes
  • Original taxi receipts
  • Original bus/shuttle receipts
  • Hotel receipt (Please note that there is a maximum per diem rate for each city)
  • Receipt for conference registration (Individual membership fees are not reimbursed)
  • Parking and toll receipts (Parking and tolls are reimbursed if you use your personal car to drive to the conference/seminar)
  • Original conference program

Original receipts and conference program must be submitted to the Office of Academic Affairs, room S715D, after completing and submitting the CUNYfirst Travel Expense Report for approval.

Your department chairperson/designee will review your Expense Report and approve it, deny it, or send it back to you for revision.  After approval by the chairperson/designee, it then goes to the Office of Academic Affairs for review and approval.  If the Expense Report needs modification it will be sent back to you with instructions in the “comments” field indicating what changes need to be made.

Travel Expense Reports must be submitted within 30 days after the date of completion of travel. Failure to comply will be subject to denial of funding. If travel has taken place in the month of June, the Travel Expense Report must be submitted immediately upon return from the trip, so that it can be charged against the correct fiscal year.

Look for email status updates - you will receive email notices from CUNYfirst advising you that your report has been approved, sent back for revision, or denied.

Login to the CUNYfirst Financial Supply Chain and follow this path to view your Expense Report: Employee Self-Service > Travel and Expense Center > Expense Report > View.  Scroll to the bottom of the form to view the approval path listing your name, the date and time of submission; the name of your chairperson/designee, the date and time they approved it or sent it back to you; and the name of your Office of Academic Affairs approver, and the date and time they approved it or sent it back to you.  If you see no action date/time stamp next to the name of your approvers, your Expense Report is still pending.

Travel Expense Reports must be submitted within 30 days after the date of completion of travel. Failure to comply will be subject to denial of funding. If travel has taken place in the month of June, the Travel Expense Report must be submitted immediately upon return from the trip, so that it can be charged against the correct fiscal year. 

All payments are processed by the City of New York and checks are issued by the Office of the Comptroller’s Department of Finance. Checks are mailed to your home address of record. Your home address of record must be updated in the Accounts Payable Office. If you have elected direct deposit for travel reimbursements, your reimbursement will be deposited to your bank account. Please note that the reimbursement process could take several weeks.

Office of Academic Affairs

199 Chambers St, Room S715
New York, NY 10007
Phone: 212 220-8320
Email: acd@bmcc.cuny.edu

Hours of Operation:
Monday-Friday
9:00 AM - 5:00 PM