• First, the employee must grant you delegate access in their profile; refer to Grant Delegate Access for instructions.
• Then, you can act as a delegate:

1. In MyExpense, click on Profile, start typing the person's name in the search box, and select their name.
   
    
2. Click the Start Session button.
   
    
3. You will now see a message at the top warning you that you are acting as another user.
   
    
4. When you're done, click the "Acting as" button (at the top), and click the "Done acting for others" button.
   

1. Log into your UCSF MyAccess account.
2. Select the MyExpense link to open the application.
3. Note: You may need to click the Manage Favorites button in UCSF MyAccess to view the complete list of applications.
   

Note: Cash Advances can only be approved by your default Cash Advance Approver, which should be an Authorized Approver in your department. If you need change the approver to approve a specific cash advance request, change your default Cash Advance Approver in your MyExpense Profile before submitting the cash advance request. Please ask you Finance Manager for assistance if you're not sure who should approve the cash advance.

1. Go to Profile > Profile Settings > Expense Approvers.
2. Start typing the approver's name in the search box located under "Default approver for your cash advance requests." Select the approver's name, and click the Save button.
   
    

1. On the MyExpense homepage, hover your cursor over + New (at the top), and select New Cash Advance from the dropdown menu.
   
2. Complete the New Cash Advance form. Enter a name for the cash advance request, your travel dates, the cash advance amount, etc.
   
3. Click the Submit button to submit the request now, or click Save if you intend to submit the request later.
   
4. If you Saved the Cash Advance to submit later, you can find it again by clicking on the Cash Advances option on the MyExpense homepage, or navigate to Expense > Cash Advances.
   
   

1. On the MyExpense homepage, click on Cash Advances.
   
   
2. The report status will show the approver’s name, if the report is still pending approval.
   
3. The cash advance will only be issued after it is fully approved. Note: Cash Advances are only issued within 30 days prior to incurring the anticipated travel expense.

1. Log into your UCSF MyAccess account.
2. Select the MyExpense link to open the application.
3. Note: You may need to click the Manage Favorites button in UCSF MyAccess to view the complete list of applications.
   

• Follow the Expense Reports instructions to start an expense report, enter expenses, upload receipts, and submit the expense report.
• In the Create New Report pane (Report Header), remember to select "Yes" for Was a cash advance issued for this trip?
  
• You'll see a message at the top of the expense report, "There are cash advances available to add to this report." Click the View link at the end of the message. In the window that opens, tick the checkbox to the left of the relevant cash advance, and click the Add to Report button. Then, you may need to click the Close button to close the window. The cash advance is now linked to the expense report. The report will display the total cash advance amount and the remaining balance to be accounted for on the expense report.
  
  
  
   
• Complete the expense report by entering your expenses and attaching receipts.
• If the cash advance exceeded the total amount of your expenses, you will be prompted to return the cash advance balance to UCSF. On your expense report, manually enter an expense line for the unused balance by selecting the Cash Advance Return expense type. After submitting your expense report, follow the directions below to return the balance to UCSF.
  
  

If you didn't spend all of the cash advance, you are required to return the remaining balance to UCSF.

After submitting your expense report, mail a copy of your expense report and a check made payable to the "UC Regents" and send it to:

US Postal Mail:
UCSF Supply Chain Management
ATTN: Travel Unit – Box 0812
1855 Folsom St
San Francisco, CA 94143

Interoffice Mail:
UCSF Supply Chain Management
Attn: Travel Unit - Box 0812

Note: If an employee fails to substantiate expenses and return any unused cash advance amounts within 120 days of the end of a trip, the University is obligated under IRS regulations to consider such amounts as taxable income to the employee.

The traveler must return any cash advance immediately upon cancelation of a trip.

Mail an explanation and a check made payable to the "UC Regents" and send it to:

US Postal Mail:
UCSF Supply Chain Management
ATTN: Travel Unit – Box 0812
1855 Folsom St
San Francisco, CA 94143

Interoffice Mail:
UCSF Supply Chain Management
Attn: Travel Unit - Box 0812

Yes. After the trip, a properly completed and approved travel expense claim must be submitted to account for all travel advances and expenses on official University travel, even if no reimbursement is due to the traveler.