Expense Report Quick Reference

  1. Log in to CUNYfirst and navigate to: Financials Supply Chain > Employee Self-Service > Travel and Expense Center > Expense Report > Create.
  2. If submitting an Expense Report as a proxy, select the Employee ID of the faculty or staff member to be reimbursed using the search tool. Otherwise, proceed to Step 4.
  3. If the expenses are not travel related (or if a Travel Authorization was not completed in CUNYfirst beforehand), continue to Step 5.
  4. On the Create Expense Report Entry page, click the “Quick Start” dropdown. To copy a Travel Authorization into the Expense Report, select “A Travel Authorization” from the dropdown list and click the yellow “GO” button. On the Populate From A Travel Authorization page, click the “Select” button next to the Travel Authorization to be copied.
  5. In the General Information section, values must be entered in the following fields: Description, Comment, Business Purpose, and Default Location. When populating from a Travel Authorization, these fields will be pre-populated with the values entered previously in the Travel Authorization and may be overwritten as needed.
  6. If applicable, select Business Unit: Tax Levy (BKL01), Non-Tax (BKL55), or Early Childhood (BKL04)
  7. Click ‘Expense Location Details’ and fill in all fields, then press OK.
  8. If charging another department’s budget, click the Accounting Defaults link to modify the chartfield string to be applied to each expense line of the expense report. Click “OK” to return to the previous screen.
  9. On the Expense Report Entry page, for each expense line, complete the Expense Type, Date, Amount, Payment Type, and Billing Type fields. Each meal must be entered on a separate expense line.
  10. To modify the accounting values for an individual expense line, click the Accounting Details link. Click “OK” to return to the previous screen.
  11. Click “Add a Row” to enter additional expense lines as necessary.
  12. Click the “Attachments” link in the General Information section near the top of the page to attach all receipts and the completed New York State Travel Voucher form. When the upload is complete click the yellow “OK” button.
  13. To validate the data, click the “Check for Errors” button. Correct each error as indicated.
  14. Click “Submit” to begin the approval process, then click “OK” on the following page. Click “Save for Later” to come back to it at a later time.

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