Setting Up Your Profile in
This job aid explains how to set up your user profile in MyExpense including:
• Edit your default Expense Information
• Add delegates to your profile
• Change your Expense preferences
• Change Expense email preferences
Accessing Your Profile
Login to MyAccess at http://myaccess.ucsf.edu (not shown). Scroll down to
locate and select MyExpense from the applications menu. If you have set
MyAccess to display “Favorites”, you may need to change to “All Apps” or
search for MyExpense. The MyExpense home page will display in a new tab.
Click the Profile drop-down menu in the upper right-hand corner of the
MyExpense home page
Click the Profile Settings link
Choose the Expense Settings to Change
Choose the corresponding link for the Expense Settings, located in the lefthand column of your Profile page, you would like to change:
Select Expense Information to edit your default Dept ID (Cost Center),
Business Unit, and/or SpeedType.
Select Expense Delegates to add/change delegates who will be able to
enter Expense Reports on your behalf.
Select Expense Preferences to edit your Expense email preferences.
Select Expense Approvers to change your default Expense and/or Cash
Advance Approvers.
After making your choice, follow the remaining steps in the corresponding
section(s) of this job aid on pages 2-3.
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Travel & Reimbursements – MyExpense Job Aid
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Setting Up Your Profile in
Expense Information
Click the Business Unit drop-down menu and select your preferred default Business
Unit. The default value is SFCMP (UCSF Campus) unless you select otherwise.
Click the Dept ID drop-down menu and either scroll to find preferred default Dept ID
(Cost Center) or begin typing to search. Once located using either method, click to
select.
Valid SpeedTypes can be selected from the drop-down after selecting your
Department ID (Cost Center). If you assign a default SpeedType to your profile in this
step, do not enter values into Fund, Project, Activity Period, Function, or Flex Field
when creating a new Expense Report using this value or you will receive an error
message.
If you do not know the Code for any entry and wish to search using text, select
the Text radio button before typing to search.
After you complete your default changes, click the Save button. Your defaults will be
prepopulated on new Expense Reports. You can change any of these values prior to
submitting the Expense Report.
Expense Delegates
If you have not previously added delegates, “No records found” will display.
To add a new delegate:
Click the Add button. The Search by employee name, email address, or logon id field displays.
Begin typing the delegate’s name, email address, or logon id. Select the desired delegate from the
list of results.
Check the corresponding box(es) to select setting(s) for the delegate:
Checkbox
Can Prepare
Can View Receipts
Can Submit Reports
Receives Emails
Receives Approval Emails
Definition
Delegate can prepare your Expense Report
Delegate can view your saved receipts
Delegate can submit Expense Reports
Delegate receives a copy of MyExpense emails
Delegate receives a copy of Approval emails
To remove a delegate, select the delegate’s row by
checking the corresponding checkbox.
Click the Delete button.
Repeat steps
through
to add/change as many
additional delegates as required.
Click the Save button when you are finished adding or
deleting your delegates.
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Travel & Reimbursements – MyExpense Job Aid
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Setting Up Your Profile in
Expense Preferences (MyExpense Email Preferences)
Click the checkboxes to select the email messages you want to receive.
Do not uncheck the prompt for an approver checkbox. This will ensure
that you will receive a message if an Approver is required when you submit
your Expense Report.
Click the Save button to save your changes.
Expense Approvers
You can set your default Expense Report Approver and your default Cash
Advance Approver on this page.
Click in this search box and begin typing your default Approver’s name,
email, or employee ID. Select from the valid values displayed.
Hint: Your default Approver can be any employee including the
Authorized Approver. If your default Approver and Authorized Approver
are the same person, the Authorized Approver field is not required on
the Expense Report. You will be prompted to enter a valid Authorized
Approver, if required, when attempting to submit the report.
Click in this search box to search for, and choose, your Cash Advance
Approver. The Cash Advance Approver must be an Authorized
Approver in MyExpense.
Click the Save button to save your choices.
The chosen Approver(s) will be prepopulated on the future Expense
Reports and/or Cash Advances you create. When you create a new
Expense Report, you can change any Approver from the default to a
different Approver if necessary.
More information for MyExpense users is available on the Campus Controller’s Office website (http://controller.ucsf.edu/travel/myexpense/)
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Creating an Expense Report in
Contents
This job aid contains the steps necessary to:
• Log into MyExpense and create a new Expense Report
• Assign existing Corporate Travel Card expenses to an Expense Report
• Add “out-of-pocket” expenses to an Expense Report
• Clear exceptions on an Expense Report including the “undefined” expense type
Logging in and Creating a New Expense Report
Navigate and log into MyAccess at http://myaccess.ucsf.edu (not shown)
Scroll down to locate and select MyExpense from the applications menu. The
MyExpense homepage will display in a new tab.
Tip: If you have set MyAccess to display “Favorites”, you may need to
change to “All Apps” or search for MyExpense.
From the MyExpense homepage, hover your mouse over + New
Click Start a Report from the pop-up menu that displays
The Create a New Expense Report pane will display
Create a New Expense Report - Report Header
Complete the Report Header before entering any
expenses into your Expense Report.
Required fields are denoted by the red bands to the
left of the field.
Chartstring information (indicated by the green shading);
enter either:
Speed Type
or
Fund, Project, Activity Period, Function and Flex
Field
These fields are discussed in detail on the next page.
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Creating an Expense Report in
Create a New Expense Report - Report Header
Report Name should be Trip return date – destination (e.g. 10/8/2015 – UCSD Trip)
Report Date defaults to the current date and can be changed if required
Policy defaults to UCSF Standard Expense Policy. Use the Standard Expense Policy for
employee’s reports and select UCSF Guest Travel Expense Policy for non-employee travel
expenses only.
Business Purpose provide a detailed business purpose for the expenses (e.g.”Foundation
Fundraising”)
Report Key (not shown on this page) field is not used at UCSF
Business Unit defaults to the Campus (SFCMP). To change this field, use the drop-down menu if
your expenses relate to a non-campus Business Unit including UCSF Health Business Units
(excluding Benioff Children’s Hospital Oakland – SFCHO)
Department ID (Cost Center) will display your default value if you entered this in your MyExpense
profile. Click the drop down to search; you can search by Code (default) or Text.
Speed Type valid SpeedTypes will display in the drop down menu after you select your Department
ID (Cost Center). If you select a Speed Type, do not enter values into Fund, Project, Activity
Period, Function, or Flex Field. If you enter both a Speed Type and any of these fields, you will
receive an error message.
If an appropriate SpeedType is not available, enter the Fund, Project, Activity Period, Flexfield
(if applicable), and Function.
Activity Period is required for Sponsored Projects; for all other projects select N/A from the drop-down
Was a cash advance issued for this trip? Defaults to No. If you were issued a Cash Advance for this
trip, choose Yes from the drop-down
Expense Type select from the drop-down (i.e. Miscellaneous, Travel – Domestic, or Travel – Foreign)
Comment enter comments including justification or other information for your Approver(s)
Click the Next button when you have completed entry to continue
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Travel & Reimbursements – MyExpense Job Aid
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Creating an Expense Report in
Assigning Existing Corporate Travel Card Expenses
If you use a Corporate Travel Card, expenses that
eligible for assignment to an Expense Report will be
displayed in the “Available Expenses” section
To assign Corporate Travel Card expenses to your
current trip Expense Report,
Click on the expense line and
drag the expense to the “Expenses” section.
UCSF will pay U.S. Bank directly for these expenses.
Entering New “Out-of-Pocket” Expenses
To add out of pocket expenses:
Click the + New Expense button in the upper lefthand corner
Enter the Expense Type in one of two ways:
Begin typing in the Expense Type field to
narrow down your choices
Scroll down the list to find the appropriate
Expense Type
Click on the desired Expense Type
(e.g. Car Rental)
The New Expense window will display. Enter your
expense details following the instructions on the next
page.
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Creating an Expense Report in
Entering New Expense Details
Enter the details for the expense. Required fields are notated by a red bar.
Add comments as necessary.
Hint: Red indicates a required field. Required information varies by
Expense Type. Populate the red noted fields to avoid Expense Report
exceptions.
Click the Save button to save the new expense to your Expense Report; the
expense is added to the Expenses pane on the left of the page
Add as many expenses as necessary by repeating the steps in the previous
section, “Entering New Out-of-Pocket Expenses”, followed by both steps in this
section for each added expense.
Clearing Expense Exceptions
Exceptions (marked by the
icon,) must be cleared before the Expense Report
can be submitted. To update expense lines and clear your exceptions:
Check the box next to the line you want to update. The “Expense” window will
open on the right.
Review and correct your entries as necessary. Different Expense Types
require different information. Be sure that all required fields (denoted by a red
bar) are completed accurately.
Click the Save button
Hint: In this example, Undefined expense types are causing many of the
exceptions. This means the Expense Type is missing and needs to be selected.
Note: You may see a yellow flag (
) which denotes a message or caution you
should read, however no action is necessary as with an exception (
).
Repeat steps
through
in this section to clear all exceptions. The exception
list will be cleared one-by-one as these items are updated. Next, submit the report.
For help, see the Submitting an Expense Report job aid.
More information for MyExpense users is available on the Campus Controller’s
Office website (http://controller.ucsf.edu/myexpense/)
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Creating an Expense Report for a Non-Employee in
Contents
This job aid contains the steps necessary to:
• Log into MyExpense
• Create a new Expense Report for a Non-Employee and Certify Expenses
Logging in and Creating a New Expense Report
Navigate and log into MyAccess at http://myaccess.ucsf.edu (not shown)
Scroll down to locate and select MyExpense from the applications menu.
The MyExpense homepage will display in a new tab.
Tip: If you have set MyAccess to display “Favorites”, you may need to
change to “All Apps” or search for MyExpense.
From the MyExpense homepage, hover your mouse over + New
Click Start a Report from the pop-up menu that displays
The Create a New Expense Report pane will display
Create a New Non-Employee Expense Report - Report Header
The Non-Employee expenses are covered by the UCSF Guest
Policy. Additional required fields will display after you select
guest policy.
Click the Policy drop-down menu
Select UCSF Guest Policy
The Guest Policy Report Header with the additional fields
displays. Complete this information before entering any
expenses into your Expense Report.
Required fields are denoted by the red bands to the left of
the field.
Chartstring information (indicated by the green shading); enter
either:
Speed Type
or
Fund, Project, Activity Period, Function and Flex Field
The Purple shading indicates Guest-specific information fields.
The remaining fields are discussed in detail on the next page.
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Creating an Expense Report for a Non-Employee in
Create a New Non-Employee Expense Report - Report Header
Report Name should be Trip return date – destination (e.g. 10/8/2015 – UCSD Trip)
Report Date defaults to the current date and can be changed if required
Policy defaults to UCSF Standard Expense Policy which is for employees only. Select UCSF
Guest Travel Expense Policy to create a report for a non-employee.
Business Purpose provide a detailed business purpose for the expenses (e.g.”Lecture on
Microbes”)
Report Key (not shown on this page) field is not used at UCSF
Business Unit defaults to the Campus (SFCMP). To change this field, use the drop-down menu if
your expenses relate to a non-campus Business Unit including UCSF Health Business Units
(excluding Benioff Children’s Hospital Oakland – SFCHO)
Department ID (Cost Center) will display your default value if you entered this in your MyExpense
profile. If a different Department ID is required for this Non-Employee report, click the drop down to
search. You can search by Code (default) or Text.
Speed Type valid SpeedTypes will display in the drop down menu after you select your Department
ID (Cost Center). If you select a Speed Type, do not enter values into Fund, Project, Activity
Period, Function, or Flex Field. If you enter both a Speed Type and any of these fields, you will
receive an error message.
If an appropriate SpeedType is not available, enter the Fund, Project, Activity Period, Flexfield
(if applicable), and Function.
Activity Period is required for Sponsored Projects; for all other projects select N/A from the dropdown
Expense Type select from the drop-down (i.e. Miscellaneous, Travel – Domestic, or Travel – Foreign)
Comment enter comments including justification or other information for your Approver(s)
Click the Next button when you have completed entry to continue – you will receive this warning:
See the next section of this guide for information on how to complete the certification form. The warning
will remain until this exception is cleared by attaching the form. Click Next once more to continue.
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Creating an Expense Report for a Non-Employee in
Complete and Attach a Guest Traveler Certification of Expense Form
All guest Expense Reports require a completed Guest Traveler
Certification of Expenses Form. To help ensure that your non-employee
expense report is complete, MyExpense will display a warning exception
until the form is attached.
The certification PDF form is an interactive document.
•
Click in the blue fields and type the required information
•
Once completed, print the document and have the traveler sign the
form
•
Scan the signed form to create a PDF and email, or by another means
transport the file to your computer
•
Follow the procedures in the MyExpense job aid Attaching or Faxing
Receipts to attach or fax the form as a receipt
Complete the Expense Report
To complete the expense report, add appropriate expenses and submit as you would for an employee. See the Creating an Expense Report job aid.
For help submitting the report, see the Submitting an Expense Report job aid.
More information for MyExpense users is available on the Campus Controller’s Office website (http://controller.ucsf.edu/myexpense/)
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Allocating Expenses in
With MyExpense, you can easily allocate expenses to different SpeedTypes or Business Unit/ Dept ID (Cost Center*) /Fund/Project/Function combinations. This
guide contains the steps necessary to:
•
•
Log into MyExpense
Allocate expenses on an Expense Report to different SpeedTypes or Chartstrings
*Cost Center is entered in the Department ID field in MyExpense
Logging into MyExpense
Log into MyAccess at http://myaccess.ucsf.edu (not shown)
Scroll down to locate and select MyExpense from the applications menu. If you have set MyAccess to display “Favorites”, you may need to change to “All Apps” or
search for MyExpense. The MyExpense homepage will display in a new tab.
Creating or Accessing an Expense Report
To allocate Expenses, you need to access an existing report, or create a new
Expense Report.
From the MyExpense homepage, click the Expense menu.
The Active Reports page displays.
Click + Create New Report to begin a new Expense Report. See the job aid
Creating an Expense Report in MyExpense for detailed instructions
OR
Click the title of the existing report and continue to select the report and
allocate expenses following this job aid
The Expense Report page displays upon completion of either method.
Open the Allocations Pane
From the Expense Report page, click Details
From the Details list, click Allocations
The Allocations pane displays.
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Allocating Expenses in
Allocating Expenses
Select the expenses to allocate using the checkboxes
next to each expense line
Hint: To avoid repeating the following steps for each line you
need to allocate, we suggest you check the highlighted check all
box next to the date sort ( ) so you can allocate all expense
lines at once.
Check the boxes next to the lines you need to allocate, then
click the Allocate Selected Expenses button
Choose whether to allocate by Percentage (default) or
Amount using the Allocate By drop-down menu
You can change the Business Unit and Dept ID (Cost
Center) using the dropdown menus. Remember that
Business Unit is not part of SpeedType and you may need
to change the Business Unit for each allocation.
After you select the Dept ID (Cost Center), you may search for and enter either a Speed Type or manually enter the Fund, Project, Activity Period, Function, and
Flex Field (optional). You will receive an error message if you enter both.
Note that Activity Period is required for Sponsored Projects; for all other projects or Speed Types that do not specify an Activity Period, select N/A from the dropdown.
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Allocating Expenses in
If additional lines are needed, use the Add New Allocation button and enter the required chartfield
information for the new line. Repeat as many times as necessary.
*Note: Be sure that percentages of all lines total 100, or validate amounts if using the amount method.
When finished, click the Save button in the lower right-hand corner.
Correcting Allocation Errors and Saving
If you have not allocated all of the selected expenses, or if you have allocated more than 100% of the total amount, you
will receive a warning message. Click OK and make sure all percentages or amounts are correct, then click Save again.
When all allocation errors are cleared, the Success popup window will display.
Click OK.
Click the Done button in the lower right-hand corner of the allocation window.
More information for MyExpense users is available on the Campus Controller’s Office website (http://controller.ucsf.edu/travel/myexpense/)
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Travel & Reimbursements – MyExpense Job Aid
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Adding Receipts in
This job aid describes how to add receipts to an Expense Report in MyExpense.
Logging into MyExpense
If you are not already logged into MyExpense, log into MyAccess at http://myaccess.ucsf.edu. Scroll down to locate and select MyExpense from the applications
menu. If you have set MyAccess to display “Favorites”, you may need to change to “All Apps” or search for MyExpense. The MyExpense homepage will display
in a new tab.
Ways to Attach Receipts to an Expense Report
You can attach receipts to your Expense Report in three ways. All three methods are accessible from the Expense Report entry screen as well as at Final Review.
Email
Use this method to email receipt pictures (.JPG or .PDF) from a computer, smartphone or tablet during travel making them
immediately available to attach to your Expense Report after your trip
Upload Image File
Use this method to attach scanned receipts that are available on your computer
Fax Using Custom Cover Page
Use this method to create a custom cover page that identifies your faxed receipts with your MyExpense profile
Email Receipts to MyExpense as an Attachment
Before you can email receipts, you must verify your email address in MyExpense. From the Expense
Report entry screen:
Click the Available Receipts link on the right-hand side of the page; the Available Receipts pane
displays
Click the Verify My Email link; your profile page automatically displays the email verification section
Locate the line with your UCSF email address and click Verify. You will receive an email from
MyExpense (the email comes from donotreply@concur.com)
Click OK on the Verification Email Sent pop-up and then check your email (not shown)
Find and copy (CTRL + C or right-click > copy) the verification code in the body of the email you
receive from MyExpense
In your MyExpense profile, paste (CTRL + V or right-click > paste) the copied code into the
Enter Code field
Click OK
If you do not receive an email from Concur, click the Resend link and try verifying again
Once your email address is verified, you can begin emailing receipts from your verified email address to the address shown in MyExpense. Attach receipt(s) to
the email and send; a subject line is not required. Emailed receipt images display in the Available Receipts menu within a few minutes and are retained until you
attach them to an Expense Report or delete them. See the section Attaching Available Receipts on page 4 for detailed instructions on attaching these receipts
to a specific report expense line.
If you plan to send receipts from other email addresses, repeat step
and then click the [+] Add an email address link to the right of your UCSF email address.
Enter the additional email address into the box that displays and then click OK. Repeat to add more email addresses. Follow steps
to verify each address.
A unique verification code is required for each email address. You can send email attachments to MyExpense from any of the verified email addresses.
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Adding Receipts in
Upload a Receipt Image File from Your Computer
To upload scanned PDF images of receipts saved on your
computer; from the Expense Report screen:
Click the Receipts drop-down menu:
Click Attach Receipt Images; the Receipt Upload and
Attach window displays
Expense lines from your report are displayed. Check the
appropriate box for the receipt. If a receipt contains
multiple expenses, click all appropriate checkboxes
Click the Browse button
Use your computer’s file explorer to locate and select the
receipt image file you want to upload (not shown)
MyExpense only accepts files saved in the
formats displayed. .PDF format is preferred. The
image size must be 5 MB or less.
Click the Upload button to complete the transfer of the
receipt
The receipt image preview displays; click the X in the
right-hand corner to dismiss (not shown) or allow the
preview to expire and close automatically
The receipt image is now attached to the selected expense line
and a receipt exception icon displays as a blue checkmark
instead of an orange one.
Repeat this process as necessary, or use any combination of the other methods outlined in this job aid, until all required receipts have been attached to your
MyExpense report. Continue to select workflow options and submit the report using the steps detailed in the Submitting Your Expense Report job aid.
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Adding Receipts in
Faxing Receipts Using the UCSF Custom Fax Cover Page
To fax physical receipts to MyExpense, from the
Expense Report screen:
Click the Print / Email drop-down menu
Click UCSF Fax Receipt Cover Page; the Fax
Cover Page displays in a new window
Before you print:
• Use the highest resolution possible on your
printer
• Print the cover sheet on plain white paper
• Print in portrait orientation, not landscape
• After printing, check to ensure the printout is dark
and clear with no smudges, streaks, or marks
Print the cover page using Print button
Fax your receipts behind the printed cover page to the
number listed. Be sure you do not cover any of the
three bar codes on the cover page. These identify your
specific MyExpense profile and report.
We suggest you tape receipts to blank pages or use a
clear fax jacket to ensure receipts are not accidentally
damaged by the paper feeder. Be sure that all sheets
are facing the correct direction for your fax machine
(most often face down).
Wait a few minutes and then confirm the fax was
received by clicking the Available Receipts link. You
should see thumbnails of your faxed receipt images. Try
faxing the images a second time if the receipts do not
display.
Once your faxed receipt images are available, continue
to the Attaching Available Receipts section for
instructions on applying receipts to specific expense
lines.
Repeat this process as necessary, or use any
combination of the other methods outlined in this job aid,
until all required receipts have been sent to MyExpense,
and then continue to select workflow options and submit
the report using the steps detailed in the Submitting
Your Expense Report job aid.
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Adding Receipts in
Attaching Available Receipts
Any receipt image added using the instructions in this job aid that have not been associated with an expense line
on a report will display in the Available Receipts window. To access and attach an available receipt to an
Expense Report, from the Expense Report window:
Click the Available Receipts link on the right-hand side of the page; the Available Receipts pane displays receipts
available as thumbnail images
If you have faxed or emailed a receipt recently and it is not displayed, click the Refresh button to check again and repeat as necessary
If necessary, you can upload additional images from your computer by clicking the Upload button and following the steps in the Uploading a Receipt Image
File from Your Computer section of this job aid
There are two ways to attach an available receipt to an expense line:
Checkbox method:
Click the checkbox for the expense line that requires the receipt
Click the
icon in the upper left-hand corner of the associated receipt image you want to associate with the selected line
OR
Drag and Drop method: Click the image of the receipt you want to attach and hold the mouse button, drag the image over the desired expense line, and
release the mouse button
Repeat the process as necessary to attach receipts to all required expense lines. Continue to select workflow options and submit the report using the steps
detailed in the Submitting Your Expense Report job aid.
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Adding Receipts in
Attaching Receipts at Final Review
If you forgot to attach required receipts to an Expense Report before clicking Submit, you have
another chance to add them directly from the Final Review. You can use any combination of
these methods:
Click the Print button to add a faxed receipt and follow the directions in the Faxing
Receipts Using the UCSF Custom Fax Cover Page section of this job aid
Click the Attach Receipt Images button and follow the directions in the Upload a Receipt
Image File from Your Computer section of this job aid
Click the View Receipts button and follow the directions in the Attaching from Available
Receipts section of this job aid
More information on MyExpense is available on the Campus Controller’s Office website (http://controller.ucsf.edu/travel/myexpense/)
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Submitting Your Expense Report in
This job aid provides step-by-step instructions on how to:
• Route your Expense Report to your default approver
• Route your Expense Report to an alternate approver
• Selecting a Default Approver
•
•
•
Add an additional or exceptional approver (user-added approver)
Submit your Expense Report
Recall an Expense Report still pending approval
MyExpense Workflow
Reimbursee/
Delegate
User-Added
Approver(s)
Yes
•Active employee or student
Does department
require review before
the Default Approver?
No
Default
Approver
Is Default
Approver an
Authorized
Approver?
No
Authorized
Approver
•Individuals identified as
Head of Unit or Business
Officer for the Dept ID
(Cost Center) - sourced
from PeopleSoft
Submit Expense Report
or Cash Advance
•From reimbursee’s
user profile
No
Yes
Does
department
require additional
approver(s)?
Yes
User-Added
Approver(s)
Is exceptional
approval
required?
Yes
Exceptional
Approver
• Exceptional Approvers List
Required by system
Department driven option
Travel Approval Matrix
No
MyExpense Approver Role Definitions
Default Approver
Reviews the Expense Report prior to the Authorized Approver. If the Default Approver is also an Authorized Approver, another
Authorized Approver is not required
User-Added Approver
Users may add this approver between the Default Approver and Authorized Approver. This role optional. The addition of a useradded approver is determined solely by the MyExpense user and/or his or her department; it is not required by the system.
Authorized Approver
The Authorized Approver provides final approval and authority over the submitted Expense Report
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Submitting Your Expense Report in
Logging into MyExpense
Login to MyAccess at http://myaccess.ucsf.edu (not shown). Scroll down to locate and select MyExpense from the applications menu. If you have set MyAccess
to display “Favorites”, you may need to change to “All Apps” or search for MyExpense. The MyExpense home page will display in a new tab. The remainder of
this job aid assumes that you have already created an Expense Report. If you need information on how to create an Expense Report, see the job aids Creating
an Expense Report or Creating an Expense Report for a Non-Employee available on the Campus Controller’s Office website.
Begin the Submission Process
All report exceptions must be cleared before you submit your Expense Report.
For more information regarding clearing exceptions see the Clearing Expense
Exceptions section in the Creating an Expense Report job aid.
To begin the submission process, click the Submit Report button in the upper righthand corner of the expense report.
The Final Review screen displays. Review the Certification.
Review the list of attached receipts. Use the Attach Receipt Images button if you need
to attach additional receipts.
See the job aid Adding Receipts in MyExpense if you need more detailed instructions.
After you have completed your review, click the Accept & Submit button
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Submitting Your Expense Report in
Default Approver Selection
The Default Approver you assigned in your MyExpense profile displays
automatically and is responsible for reviewing the Expense Report prior to the
Authorized Approver. If the Default Approver is correctly identified for this
report, you can click the Submit Report button to continue.
Note: in some cases, the Default Approver from your profile may not be authorized
to approve expenses for the Dept ID (Cost Center). In these cases, you receive an
error message and you will need to enter an Authorized Approver (page 4) before
you can submit your report.
If your Expense Report should be approved by someone other than the Default
Approver:
Change the Default Approver. Click in the Default Approver field and begin
typing the last name of the correct approver.
Select the appropriate approver from the list of results
If no additional review steps are required, click the Submit Report button.
Note: in some cases, the Default Approver you have chosen may not be
authorized to approve expenses for the Dept ID (Cost Center). In these cases, you
receive an error message and you will need to enter an Authorized Approver
(page 4) before you can submit your report.
If you do not receive an error message, continue to the Submitting the Expense
Report section of this guide.
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Travel & Reimbursements – MyExpense Job Aid
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Submitting Your Expense Report in
Selecting an Authorized Approver
The Authorized Approver has the authority to approve expenses for a given Dept ID (Cost Center).
If you know the name of the Authorized Approver for the Dept ID (Cost Center), you can search by
entering the last name in the Authorized Approver field. Otherwise enter an asterisk (*) to return a
list of all valid authorized approvers for the Dept ID (Cost Center).
Select the appropriate Authorized Approver from the search results
If no additional review steps are required, click the Submit Report button (not shown) and continue to the
Submitting the Expense Report section of this guide.
Adding Additional Review Steps (User-Added Approvers)
If your department requires additional review prior to the Default Approver, click the “Add a step
before this step” icon ( ) to insert an additional, user-added approver.
Note: User-added approvers may be added as additional reviewers in the workflow; approval by
the Authorized Approver is still required for every report.
Click in the User-Added Approver field and search for the additional approver by typing their last
name
Click the appropriate additional approver’s name from the list
Users must also add an Exceptional Approver after the Authorized Approver when required by
policy. An exception warning will display on the expense line that requires exceptional approval:
If you have an exception warning, click the “Add a step after this step” icon (
follow steps
–
to add an Exceptional Approver.
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) as illustrated and
Travel & Reimbursements – MyExpense Job Aid
Revised October 2015
Submitting Your Expense Report in
Submitting the Expense Report
After approvers have been identified, click the Submit
Report button
Review the amounts displayed in the report summary window and, when finished, click the Close button
Recalling an Expense Report Still Pending Approval
If an Expense Report is in Submitted & Pending Approval status,
you can recall it to make adjustments. Access the Expense Report
by clicking on it from the Expense > Manage Expenses section of
the MyExpense Home Page and click the Recall button on the
upper-right of the Expense Report window.
The Expense Report status displays in the users Active Reports view on the MyExpense home page. The display includes the
report submitted date (actually the creation date of the expense report), Expense Report name, dollar amount, and current Pending
Approver.
More information on MyExpense is available on the Campus Controller’s Office website: http://controller.ucsf.edu/travel/myexpense/
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Travel & Reimbursements – MyExpense Job Aid
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Working with Cash Advances in
This job aid contains the steps necessary to:
•
•
•
•
Request a Cash Advance in MyExpense
Check the status of a Cash Advance
Assign a Cash Advance to an Expense Report after travel
Return Cash Advance balances (the unused portion of a Cash Advance)
Logging in & Creating a New Cash Advance
Login to MyAccess at http://myaccess.ucsf.edu (not shown). Scroll down to
locate and select MyExpense from the applications menu. If you have set
MyAccess to display “Favorites”, you may need to change to “All Apps” or
search for MyExpense.
The MyExpense home page will display in a new tab.
Click the + New icon on the MyExpense homepage
Click the New Cash Advance list item
Enter the “Return Date – City of Destination” in the Name field
(e.g. 10/31/2015 – San Diego)
Enter the requested Cash Advance Amount
Enter the Purpose of your cash advance
Enter the dates of travel and breakdown of anticipated expenses in the
Cash Advance Comment field (e.g. Travel Dates 2-10-14 to 2-15-14,
Airfare $379, Meals $75, Lodging $450)
Click Save if you intend to submit this request later, or click the Submit
button to submit the request
*Note: Cash Advances are issued within the 30 days prior to incurring the
anticipated expense. Cash advances must comply with IRS regulations and
meet the University’s Cash Management objectives.
*Remember: Cash Advances can only be approved by your default Cash
Advance Approver. If you need someone other than your default approver to
approve a specific cash advance request, change your default Cash Advance
Approver in your MyExpense Profile before you submit the cash advance
request. See the job aid Setting up Your Profile in MyExpense for details.
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Working with Cash Advances in
Checking the Status of a Cash Advance
To review the status of a Cash Advance, hover over Expense on the
MyExpense homepage, then hover over Cash Advances, and click on
View Cash Advances:
Cash Advances Pending Approval display the Approver’s name in Status
Once your request is Approved and Issued, you will normally receive the cash
advance payment within four business days.
*Note: When you return from your trip, you will assign the cash advance issued to you to your Expense Report to offset costs (see next section in this job aid). If
you spent less than the amount of the cash advance, you will need to return the remaining cash advance balance. (See Returning Cash Advance
Balances at the end of this job aid for instructions).
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Travel & Reimbursements – MyExpense Job Aid
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Working with Cash Advances in
Assign a Cash Advance to a New Expense Report after Travel
Start a new Expense Report (not shown) to which you will apply the
approved Cash Advance. If you need help, see the MyExpense job aid
Creating an Expense Report.
Be sure to answer Yes to the question Was a cash advance issued
for this trip?
On the Expense Report screen, click the Details drop-down menu
Select the Available link under Cash Advances from the menu
The available Cash Advances display; use the checkboxes to select
the Cash Advance you’d like to apply to this Expense Report
Once selected, click the Assign Cash Advance to Report button
Complete your Expense Report by entering your expenses and
attaching receipts as outlined in the Creating an Expense Report and
Attaching or Faxing Receipts job aids. Set up approval flow as you
normally would for any other Expense Report, and then submit the
report by following the Submitting an Expense Report job aid.
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Working with Cash Advances in
Returning Cash Advance Balances
If your cash advance amount exceeds the expenses you incurred, you will
receive a MyExpense system message requiring you to add a Cash
Advance Return for the remaining balance.
To return the remaining cash advance balance, enter an expense line
on the report using the Cash Advance Return expense type
Enter the Amount (balance) to be returned
Click the Save button
Click the Submit Report button (not shown)
Complete the Final Review and Certification by clicking the Accept and
Submit button (not shown)
Print a copy of the Expense Report and send it with your check made payable to UC Regents to:
Interoffice Mail:
Attn: Travel Unit
UCSF Controller’s Office - Box 0812
US Mail:
Attn: Travel Unit
UCSF Controller’s Office
1855 Folsom St. Ste. 425 Box 0812
San Francisco, CA 94143
More information on MyExpense is available on the Campus Controller’s Office website (http://controller.ucsf.edu/travel/myexpense/)
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Travel & Reimbursements – MyExpense Job Aid
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Granting or Removing Delegate Access in
This job aid explains how to:
•
Add delegates to your MyExpense profile
•
Assign the tasks a delegate may perform on your behalf
•
Delete delegates from your profile
Logging in and Accessing Your Profile
Login to MyAccess at http://myaccess.ucsf.edu (not shown). Scroll down to locate and
select MyExpense from the applications menu. If you have set MyAccess to display
“Favorites”, you may need to change to “All Apps” or search for MyExpense.
The MyExpense home page will display in a new tab.
Click the Profile drop-down menu in the upper right-hand corner of the MyExpense
home page
Click the Profile Settings link; your profile options page displays
Click the Expense Delegates link
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Granting or Removing Delegate Access in
Adding Delegates
Click the Add button on the Delegates tab to assign a new delegate
In the Search field that displays, begin typing the employee’s First or Last Name,
Email Address, or log-on ID then select the correct name from the drop-down
menus illustrated
Setting Delegate Task Permissions
Select the tasks each delegate will be able to perform using the checkboxes.
Note: for a delegate to be most effective, it is recommended you choose at least the
options shown in green:
Checkbox
Can Prepare
Can View Receipts
Can Submit Reports
Receives Emails
Receives Approval
Emails
Definition
Delegate can prepare your Expense Report
Delegate can view your saved receipts
Delegate can submit Expense Reports
Delegate receives a copy of MyExpense emails
Delegate receives a copy of Approval emails
When you are finished selecting task permissions, click the Save button
Repeat sections Adding Delegates and Selecting Delegate Task Permissions to add
additional delegates, if desired.
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Travel & Reimbursements – MyExpense Job Aid
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Granting or Removing Delegate Access in
Deleting Delegates
To remove delegate(s) you no longer need on your profile, click the checkbox(es) next to
the delegates you want to remove on the Expense Delegates screen
Click the Delete button to remove the selected delegate(s)
Click OK on in the Message from webpage pop-up to confirm
The selected delegates will then be removed from your Profile.
More information on MyExpense is available on the Campus Controller’s Office website (http://controller.ucsf.edu/travel/myexpense/)
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Travel & Reimbursements – MyExpense Job Aid
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