Claim Expenses for Reimbursement

Important: Expense reports should be submitted within 45 days after the completion of the trip or last purchase date. When a trip lasts more than 90 days, a quarterly report is required. Employee reimbursement requests submitted after 60 days will be reported as taxable income, read more about late expense reports. Note: Employee Moving and Relocation expenses, including expenses paid directly by the University, are reported as taxable income.


Expense Categories and Guidelines

Follow the guidelines below to request reimbursement through MyExpense (accessible via UCSF MyAccess) or email a Travel Expense Voucher (TEV).

Expense Category Submission Method

Reimbursement Guidelines, what's reimbursable?

Receipt Requirements
Meeting & Entertainment MyExpense*

Allowable Meeting & Entertainment Expenses

  • All expenses of $75 or more
Travel
  • For employee relocation and associated travel expenses, submit a Travel Expense Voucher (TEV).
  • For reimbursement to an foreign individual who requires payment by wire, submit a Travel Expense Voucher (TEV).
  • For all other employee and non-employee travel, submit a claim through MyExpense.*

Travel Reimbursement Claims

  • All airline charges, lodging, rental cars
  • All registration fees
  • Host gifts of $25 or more
  • All expenses of $75 or more
  • All extraordinary items, supported by appropriate justification
Employee Moving & Relocation

Travel Expense Voucher (TEV)

Reimbursement Claims for Employee Moving & Relocation Expenses

  • All moving (non-travel) expenses, e.g., packing and moving household items, etc.
  • All third-party payments made directly by the University
  • All extraordinary items, supported by appropriate justification
  • Also, see "Travel" above
Awards & Gifts to Employees MyExpense*

Allowable Awards & Gifts

  • All expenses require a receipt

Gifts presented to a Non-Employee

MyExpense*

Allowable Gifts

  • All expenses require a receipt
Business expenses paid by an Employee MyExpense*

 

  • All expenses require a receipt
Uniform Allowance MyExpense*

 

  • All expenses require a receipt
Tuition Reimbursement MyExpense*

 

  • All expenses require documentation

*Do not use MyExpense for the following: For wire payment to a foreign individual, submit a Travel Expense Voucher (TEV). For payment to a supplier, including a temporary employee or contractor hired through an agency, use your BearBuy Purchase Order (PO).


Travel Expense Voucher (TEV)


Submit a Travel Expense Voucher (TEV) to claim reimbursement for employee relocation expenses (and associated travel expenses) or to claim any reimbursement that requires wire payment to a foreign individual.

Reimbursement Type TEV Form

Submission Method

Employee relocation within the U.S.

 

Domestic Travel Expense Voucher Excel Form

Email the form to [email protected]

Employee relocation from a foreign country to the U.S.

 

Foreign Travel Expense Voucher Excel Form

Submit the form in BearBuy as an attachment on the Payment Request form (select the "Refund" activity type on the Payment Request form)

Foreign visitor traveling on official University business in the U.S.

 

Domestic Travel Expense Voucher Excel Form

Email the form to [email protected]

MyExpense


MyExpense is the UCSF automated reimbursement system for employee travel and non-travel expenses (except employee relocation) and guest travel expenses (payment in USD only).

MyExpense Training and Webinars


Webinars and e-Courses

SAP Concur Mobile App for MyExpense


The SAP Concur mobile app is easy to use and can help you create, approve and manage your MyExpense claims from your iOS or Android smartphone.

  • Download the app from the Apple App Store or Android Google Play.

    Frequently Asked Questions


    Forms


    Resources


     

    Last Updated: October 2022