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Strategies for Expediting the Travel Authorization and Expense Report Approval Process

1) Educate yourself about the Travel Policy and CUNYfirst Travel and Expense Center.

Read the Provost’s Travel Policy Memo and Traveler Frequently Asked Questions.

2) Complete your Travel Authorization early.

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.

3) Complete your Expense Report immediately after returning from traveling.

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.

4) Follow up with your chairperson/designee.

After submitting your Travel Authorization for approval, check the status after a few days. If no action has been taken, contact your chairperson/designee and remind them to review your report for approval.  No one has access to view and monitor the approval progress of your reports, except for you. 

5) Ask Questions:

If you have questions regarding the Travel Policy or the City of New York Directive 6, please contact Ms. Ena Jordan in the Office of Academic Affairs as soon as possible.  Please don’t wait until after you have traveled to seek answers to your questions and concerns about the Travel Policy. 

If you have questions regarding how to navigate the CUNYFirst Travel and Expense Center, please contact your Administrative Specialist to inquire about training opportunities.    

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