MyExpense - Approvers User Guide | Supply Chain Management

This guide is for Approvers working in MyExpense.

Before approving an expense report or cash advance, approvers should be sure that the report complies with all applicable policies. If you have questions, please contact SCM Response Team.
Employee expense reports must be submitted to an Approver within 45 days after the trip or last purchase date to avoid tax consequences. Approvers must confirm that the date entered in the “End of Trip/Last Purchase Date” is accurate and matches submitted documentation.

Review a Pending Expense Report

On the MyExpense homepage, click on your Required Approvals.
Click on the Expense Reports tab (if necessary), and click the Report Name to view an expense report.
The report summary displays by default. To view the Report Header (funding, Approval Flow, Comments), click on Details > Report Header.
Pay attention to alerts that may require your attention/action, such as:
1. Receipt attached - click the icon to view the receipt, or go to Receipts > View Receipts in new window
2. Receipt missing - click the icon to upload a receipt or go to Receipts > Attach Receipt Images. If necessary, return the expense report for correction.
3. Itemized expense - click the icon to view details
4. Exceptional expense - click the icon to view details, or click Show Exceptions (on the right). If necessary, add an additional approver to the workflow before approving the expense report.
5. Policy violation - the policy violation must be remedied before the expense report can be approved. If necessary, return the expense report for correction.

Add an Additional Approver and Approve the Expense Report

Before approving an expense report, you can add one additional approver to the workflow (if necessary).

After reviewing the report, click the Approve & Forward button (on the right).
In the pop-up window, start typing the approver's name (last name, first name) in the User-Added Approver box. If you need to add an Exceptional Approver, you can find the name of the Exceptional Approver for your area in the UCSF Travel and Entertainment Approval Matrix.
Enter a Comment.
Click the Approve & Forward button.

Approve an Expense Report

After reviewing the report, you may add a Comment before approving the report. Click on the Details dropdown, and select Comments. Enter your comment in the pop-up window, and click the Save button.
When you are finished reviewing the report, click the Approve button (on the right).
Note: If prompted to enter an Authorized Approver, enter an asterisk (*) in the Authorized Approver box and select an approver (these are eligible Authorized Approvers based on the Dept ID/Cost Center on the report). Then, click the Approve button.