1. Voucher Number - TJJJxxxx (a unique eight-character dept. assigned number - "T" followed by preparer's 3 character Journal ID assigned by General Accounting and four digit departmental reference number)
2. Vendor Number - For non-employee, enter vendor number if known (10 digits)
3. Date - Request date
4. Payee Name and complete address (required)
5. Amount
6. Purpose of trip
7. Date of trip
8. Trip data, transportation, subsistence and other expenses
9. Indicate $0 on line #5 if airfare is paid by Connexxus Direct Billing (which includes the State Airfare Program through UC Travel Center)
10. Deduct Travel Advance amount when clearing with TEV (note: this applies only when reimbursing a guest “individual” and the payment type is either wire or draft)
11. SpeedType number
12. Fill in Chartstring (only required if speedtype not present) with Business Unit, Account, Fund, Dept ID, Project, Activity Period, Function, and Flexfield (optional).
13. Preparer's name, Campus Box number and Phone number.
14. Appropriate signature authorization
15. Attach required supporting documentation to TEV.

MyExpense is accessible through UCSF MyAccess.

• Employees are automatically granted access to MyExpense.
• Students may need to request access to MyExpense.
• Non-UCSF employees and Non-UCSF students (e.g. affiliates, guests, volunteers) cannot access MyExpense, but a UCSF department may submit a Guest expense report through MyExpense on their behalf. NOTE: Non-UCSF employees such as affiliates and contract employees may be granted Delegate access to MyExpense to submit expense reports on behalf of others. The department’s Business Officer or Financial Administrator can email the person’s name, UCSF ID, and the business reason for the access to [email protected].
• For payment to a temporary employee or contractor hired through an agency or payment to a supplier, please have them request reimbursement by invoicing your BearBuy Purchase Order (PO); do not submit a claim through MyExpense. 

• Chrome (preferred)
• Microsoft Edge
• Safari

All expense reports must be approved by a Department Authorized Approver. This role is granted automatically to UCSF Department Heads, Business Officers, Health C-Level/SVPs, and Health Executive Directors.

Department Heads can delegate approval authority to others using the MyExpense Delegation of Approval Authority Form. Email the completed, signed form to [email protected].

As a best practice, exceptions to UC policy should be avoided. However, if expense reports contain expenses that are exceptions to policy, then an Exceptional Approver will need to review and approve (or deny) the expense. Exceptional Approvers are delegated by the Chancellor to approve policy exceptions. Only specifically designated individuals with the delegated authority may consider and grant exceptions. Please see the UCSF Travel and Entertainment Approval Matrix for a list of approvers for your control point/school.

Each control point/school may have a business process to obtain approvals. Please consult your Exceptional Approver on the specific process for obtaining approvals.

If your MyExpense expense report requires Exceptional Approval, add the Exceptional Approver to the expense report workflow after your department’s Authorized Approver, but before the Back Office Approval Step (if any). Refer to Submit the Expense Report (and add Approvers) for step-by-step instructions.

1. First, enter your Concur Username, which is typically the last six digits of your employee ID followed by @ucsf.edu.
2. Tap "Next"
3. Tap "Sign in with Mobile SSO"
4. Log in with your UCSF MyAccess username and password
5. Complete SSO sign in using the passcode generated by the Duo Mobile App (VPN Access)

• Getting Started Guide for iPhone
• Working with ExpenseIt - iOS

• Getting Started Guide for Android
• Working with ExpenseIt - Android

The ExpenseIt feature in the SAP Concur mobile app automatically turns receipt photos into expense lines in your MyExpense account.

• ExpenseIt will process the image and create the expense line item for your review including amount, date, location, expense type and even hotel itemization.
• ExpenseIt minimizes the manual entry involved in creating expense reports so you spend less time creating expense reports and get paid faster.
• Please, always double check the expense for accuracy before submitting.
• Note: ExpenseIt functionality is only supported for iOS and Android users.

How to use ExpenseIt in the Concur Mobile App:

• Click on ExpenseIt
• Take photos of your receipts directly from the SAP Concur mobile app or upload a receipt
• ExpenseIt analyzes the receipt and automatically creates an expense line item
• Review and make any edits to the expense line item
• Add the expense line to any expense report

Resourcces:

• ExpenseIt End-User Training
• Working with ExpenseIt - iOS
• Working with ExpenseIt - Android

For questions or support for the SAP Concur mobile app, contact the Concur User Support Desk at (866) 793-4040.

A valid receipt will show the specifics of the purchase—what was purchased, when, where, the amount, and proof of payment. It will also show all sales tax and fees incurred. Generally, the person making the purchase possesses the receipt, which substantiates who should be reimbursed; however, certain types of expense require additional detail:

• Airline expenses require an airline itinerary showing last four digits of credit card payment and class of fare
• Lodging expenses require a hotel folio with method of payment and zero balance
• Rental car expenses require an itemized receipt showing method of payment and zero balance
• Registration fees require an itemized receipt, agenda, or other supporting documentation

No.

Airlines, hotels, and rental car agencies can typically provide a duplicate receipt, if you lost or misplaced the receipt. If you cannot obtain a duplicate receipt or an itemized original receipt is not available, please attach the Declaration of Missing Receipt Form to your expense report.

• Typically, you should attach supporting documentation to justify business-related travel or meetings/entertainment, such as a conference brochure, agenda, invitation, or flyer. For details, please review Travel - Supporting Documentation or Meeting & Entertainment Expenses.
• When reimbursing a non-employee who is a foreign individual, please attach a Certification of Academic Activity Form. Please redact confidential information (SSN, ITIN) from the form before attaching it to the expense report, and keep a copy for your department's records.

 for a list of approvers.