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
- Travel Expense Voucher (TEV)
- MyExpense
- Frequently Asked Questions
- Forms
- Resources
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* |
|
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Travel |
|
|
|
Employee Moving & Relocation |
Travel Expense Voucher (TEV) |
Reimbursement Claims for Employee Moving & Relocation Expenses |
|
Awards & Gifts to Employees | MyExpense* |
|
|
Gifts presented to a Non-Employee |
MyExpense* |
|
|
Business expenses paid by an Employee | MyExpense* |
|
|
Uniform Allowance | MyExpense* |
|
|
Tuition Reimbursement | MyExpense* |
|
*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.
INSTRUCTIONS FOR COMPLETING THE FORM
Reimbursement Type | TEV Form |
Submission Method |
---|---|---|
Employee relocation within the U.S. |
|
Email the form to [email protected] |
Employee relocation from a foreign country to the U.S. |
|
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. |
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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 is accessible through UCSF MyAccess.
Note: In May 2023, the MyExpense user interface was updated. Please review this guide to the latest usability updates.
SYSTEM ACCESS
SUPPORTED BROWSERS
APPROVAL AUTHORITY
EXCEPTIONAL APPROVAL AUTHORITY
MyExpense Training and Webinars
Job Aids with Screenshots
Webinars and e-Courses
- NextGen UI In Depth Webinar - Sep 13, 2022
- NextGen User Interface - Jun 21, 2022
- Expense Reimbursement - May 26, 2022
- Submitting an Expense Through MyExpense e-Course( MyAccess required)
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.
LOG IN TO THE SAP CONCUR MOBILE APP
GETTING STARTED - iPHONE
GETTING STARTED - ANDROID
UPLOAD RECEIPTS FASTER WITH "EXPENSE IT" IN THE MOBILE APP
CONTACT THE SAP CONCUR MOBILE APP SUPPORT DESK
Frequently Asked Questions
What is considered a valid receipt? / What information must be included on the receipt?
Is a credit card statement an acceptable receipt?
What should I do if I lost my receipt?
What other documentation may be required?
Who can approve exceptional expenses?
Forms
- Declaration of Missing Receipt Form
- Certification of Academic Activity (Non-resident Alien)
- Travel Expense Voucher (TEV) - DOMESTIC
- Travel Expense Voucher (TEV) - FOREIGN
- Signature Authorization or Cancellation (U242)
- MyExpense Delegation of Approval Authority Form
- MyExpense Report Request Form
Resources
Last Updated: October 2022