Creating a New Expense Report for
Travel Reimbursement
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February 2014
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Objectives
After completing this lesson, you should be able to:
• Create a new expense report
• Add corporate credit card transactions to an expense report
• Clear “Undefined” expense type on an expense report
• Add “out-of-pocket” expenses to an expense report
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To create your new Expense Report:
From the Active Work Pane, click New Expense
Report
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ENTERING AN EXPENSE REPORT USING A SPEEDTYPE
1. Report Name: Enter Trip Return Date - Destination
2. Report Date defaults to the Current Date
3. There are 2 Policies in MyExpense: UCSF Standard Expense Policy (Employee) and UCSF Guest Policy
(Non-employee travel expenses only)
4. Provide a detailed description of Business Purpose
5. Business Unit will auto default to the one set-up in your profile
6. Dept ID will auto default to the one set-up in your profile
7. Enter the desired SpeedType
8. Select the Expense Type
9. Indicate if you have received a Cash Advance
10. Once all required fields (as shown with red bar on left side) have been completed, click Next
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If you are NOT using a SpeedType, you will need to
fill in the fields below:
Fund, Project, Activity Period, Function, &
Flexfield (optional)
Then click Next
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CORPORATE TRAVEL CARD CHARGES?
If you have any Corporate Travel Card charges,
they can be viewed in Smart Expenses.
To request UCSF pay your Corporate Travel Card
business travel expenses (related to this trip) directly to
U.S. Bank, simply select the appropriate charges, drag
from Smart Expenses and drop into Expenses (Left
Pane)
Example: United Airlines Airfare for $150.00
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Some of the charges will have pre-defined expense type while others do not.
For those marked as Undefined, an expense type MUST be selected for the
entry before it can be submitted.
Click on the Undefined and follow next slide.
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Click on the “drop-down” & select the
appropriate expense type from list (see next
slide). Complete all required fields (with red
bar on the left side) & click Save
Click on Undefined and new
window on right will appear
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As soon as all the fields with red bar are
addressed (refer to slide 8); it will clear this “red”
exclamation icon.
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All exceptions with “red” exclamation icon need
to be addressed before the system will allow you
to submit. Click on the expense and
complete/correct any missing fields to
clear the exception.
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Click on the expense type Airfare. A
new window will appear on the right.
Respond to all fields with “red bar” (on
left side of field) and click Save
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Occasionally you will see a Yellow Flag.
This serves as a warning or reminder.
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Adding an “out-of-pocket” expense
Click the New Expense Tab and search for
the Expense Type in the Search field or by
scrolling through the options
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Click on the Expense Type
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A new window will appear for the newly
added expense. Complete all required fields
and click Save
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Your newly added expense now appears in
the Expenses pane
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Questions
CO Solution Center:
Tel:
(415) 476-2126
Email:
COSolutionCenter@ucsf.edu
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Congratulations!
You have successfully completed the training for
Creating a New Expense Report for Travel Reimbursement.
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