Considerations before starting an expense report
- Refer to Claiming Expenses for Reimbursement for links to important policy and timing considerations, and verify that MyExpense is the appropriate method for the reimbursement.
- Ask your Finance Manager which Department ID/Cost Center, SpeedType (funding), and Authorized Approver you should enter on the expense report.
- Gather and organize receipts and other documentation; refer to Claiming Expenses for Reimbursement and these FAQ for guidance on receipt requirements, etc. For foreign individuals, obtain a signed Certification of Academic Activity Form.
- Guest expense reports: When submitting an expense report for a Guest (non-employee), ask for an address where they would like the check mailed. On the expense report, remember to select the UCSF Guest Expense Policy from the Policy dropdown on the report header.
- Delegates: When submitting an expense report as a delegate for another employee, remember to turn on the acting as a delegate feature in MyExpense before starting the expense report; see instructions below. When finished, remember to stop acting as a delegate.
Acting as a Delegate in MyExpense
Create and Submit an Expense Report
Accessing MyExpense
Start an Expense Report and Complete the Report Header
Assign an Available Expense to the Report and attach Receipts/Documents
Manually enter an Expense and attach Receipts/Documents
Itemize an Expense
Allocate an Expense across several Chartstrings/Funding Sources
Handling a Cash Advance
Submit the Expense Report (and add Approvers)
Frequently Asked Questions
How do I upload/view receipts and expenses in my MyExpense account?
How do I mark an expense as "personal" (not reimbursable)?
How do I add an Exceptional Approver to the workflow?
How do I view the status of an expense report?
How do I recall an expense report?
Where can I find all my expense reports (Report Library)?
Last Updated: September 2022