All reimbursements are processed through MyExpense. Before you process a reimbursement, make sure to keep these notes in mind:
- Turn on all email notifications
- Know which COA to charge the reimbursement to
- Know the business purpose
- Redact all personal information: home address, full credit card number, bank accounts, etc. CDWG- electronics
- Food reimbursement? Do not exceed the cost per person amount
- Guest reimbursement? Must include Guest Traveler Certification of Expenses Form.
How to Assign Staff as Your Reimbursement Delegate
1.Log onto MyExpense. (All employees have access to MyExpense through MyAccess.)
2. Go to Profile > Expense Delegates > Add Delegate
3. Enter the name or email address of the delegate
4. Enter the name or email address of the second delegate
5. Make sure the following boxes are checked: Can Prepare, Can Submit, Can View Receipts
6. Click Save
45-Day Reimbursement Policy
- All non-travel expenses as well as airfare for travel and registration in which are usually paid for ahead of time will need to be submitted to your delegate for processing no later than 30 days of the transaction date. Read the Policy for more information.
- Expenses incurred during the day/s of travel will need to be submitted no later than 30 days following the end of conference/trip.
- If you are unable to provide your staff delegate with the actual receipts/invoices, a screenshot of the receipt is acceptable.
- This rule also applies to non-UCSF employees who submit reimbursements through MyExpense.
- To avoid delays, please make sure you provide your delegate with all needed information according to University guidelines (block out sensitive information such as entire credit card numbers, signature paired with home address, and other purchases on cc statement not related to reimbursement). Please also show proof of payment if the invoice/receipt does not indicate payment was made, fill out missing receipt/certification forms, provide list of attendees for reimbursements related to food/beverage, and add comments for expenses that are not straightforward.