Introduction to MyExpense
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February 2014
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Overview
What is MyExpense?
• 3rd Party hosted solution, from Concur, to automate the
employee expense reimbursement process
• Internally branded as MyExpense
• Replaces paper TEV, CRÈME, Employee Check Requests
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Overview
What Does It Include?
• Employee Travel, Entertainment/Meeting Meals & Misc Reimburse
• Guest Travel (payable to individual & payment via paper check only)
• Cash Advances for Employees
What Does It Not Include?
• Employee Relocation Expenses
• Cash Advance for Guests
• CREMEs payable to vendors
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Overview
Who is eligible to use MyExpense
• Open to all active employees
• Must possess a UCSF employee ID Number (i.e., 021234567)
• Email address must be defined in the Campus Locator System (CLS)
How to Gain Access
• MyExpense is available through MyAccess Single Sign-On
• To obtain access, go to Self-Serve Account Activation at
http://myaccess.ucsf.edu
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MyExpense Features
• MyExpense Home Page
• Traveler or Employee requesting reimbursement:
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Profile defaults
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View expense reports/cash advance
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Creating new expense report
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U.S. Bank Corporate Travel Card charges
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Attaching receipts and supporting backup documentation
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Submitting expense report
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Routing for approval
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Requesting a cash advance
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Mobile App available for submitting expense reports
• Approver
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Approval Queue
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MY EXPENSE HOME PAGE
Read information in the Company Info for important announcements, reminders, and useful links.
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MY EXPENSE HOME PAGE
The MyExpense Home Page view can be customized. It can be done by simply “clicking on the top
bar of a pane (such as “Company Info”), drag and drop” it to a new position on the page.
Below is an example of customized Home Page to show Approval Queue on the top of the screen.
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MY EXPENSE HOME PAGE
ACTIVE WORK
This section allows you to:
• Create a new expense report or
• View the status of existing reports
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MY EXPENSE HOME PAGE
CORPORATE CARD
If you are a Corporate Cardholder, a list of all
charges will appear here
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SETTING UP DEFAULTS
By clicking PROFILE, you can set up defaults. Here are some of the defaults you can
set up:
• Business Unit, Dept ID and SpeedType
• Expense Delegate - Designate a person to create, view receipts and submit an
expense report on your behalf.
• Expense Preference – Allows you to specify when you will receive email
notifications and prompts.
• Expense Approvers – Allows you to set your default approver. MyExpense
authorized approver is usually the Finance Manager.
• Favorite Attendees – Allows you to add, edit, or delete frequently used attendees.
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VIEW REPORTS
The Active Work pane provides links to create a new expense report
and view all historical expense reports. Click View Reports to see a list
of all historical expense reports and their statuses.
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VIEW EXPENSE REPORTS
Click View & select the appropriate categories such as all
reports. It will display a list of all historical expense report and
their statuses.
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VIEW CASH ADVANCES
Click Cash Advances tab.
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VIEW CASH ADVANCES
Click View Cash Advances to see a list of all historical cash advances
and their statuses.
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VIEW CASH ADVANCES
Click View & select the appropriate categories such as all
cash advances. It will display all historical cash advances
and their statuses.
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CREATING A NEW EXPENSE REPORT
Click New Expense Report.
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CORPORATE TRAVEL CARD CHARGES?
If you have any Corporate Travel Card
charges, they can be viewed in Smart
Expenses. Select the charges applicable to the
expense report. The selected charges will be
paid directly to U.S. Bank.
For more detailed information, refer to the
MyExpense training, Creating New Expense
Report, posted on Controller’s Office website.
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ATTACHING RECEIPTS/SUPPORTING BACK UP DOCUMENTS
This icon will appear if receipt is required. Receipts can be attached in 3 ways:
• Attach Receipt Images (click on Receipts tab drop-down & follow prompt)
• Pull receipt images from “Receipt store” (click on “Receipt tab” drop-down & follow
prompt)
• Fax your receipt (click on “Print/Email tab” drop-down & fax receipts attached to the
cover page to the # as instructed)
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SUBMITTING EXPENSE REPORT
When you are finished inputting all your expenses and
attaching receipts and supporting documents,
click Submit Report button.
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FINAL REVIEW
Review Certification.
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RECEIPTS
If you have not attached all required
receipts, click Attach Receipt Images.
To submit your receipts via fax, click the
Print button.
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REVIEW
If your expense requires a Reviewer Approver before the Default Approver, click
the “Arrow Up” button and add name.
For more detailed information, refer to the MyExpense training, Creating A New
Expense Report posted on Controller’s Office website.
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TO CREATE A NEW CASH ADVANCE REQUEST
Click the Cash Advance tab.
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Click the New Cash Advance button.
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APPROVAL QUEUE
If you are an Approver, the Approval Queue is where
you will find a list of Reports to approve.
For more detailed information, refer to the
MyExpense training, Reviewing and Approving
posted on Controller’s Office’s website.
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Need More Information?
• Additional Reimbursement > MyExpense Training
(provides in-depth training on MyExpense functionality)
• Questions?
Contact the CO Solution Center:
Tel:
(415) 476-2126
Email: COSolutionCenter@ucsf.edu
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Congratulations!
You have successfully completed the
Introduction to MyExpense
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