Forms Required for Travel Reimbursement

UCSF-sponsored international travel requires pre-approval forms to be completed prior to the start of travel and must be submitted for travel reimbursement. Individuals should use the following appropriate forms to obtain preapproval:

• Faculty, staff, post-docs, residents and fellows must complete the International Travel Approval & Resources Form 
• Student traveling internationally must complete the Student International Travel Approval Form – Low Risk or the  Student International Travel Approval Form – High Risk 

Any required forms must be signed and attached to the MyExpense reimbursement. If required forms are not attached, the expense reimbursement may be returned to the traveler.  

Domestic UCSF-sponsored travel no longer requires approval forms.

For more information and updates on UCSF-sponsored travel, please review the travel guidance website.

Late Expense Report Taxation

Per UC policy, employees are responsible for reporting reimbursable expenses within 45 calendar days of the end of trip/last purchase date. Employee expense reports submitted to an Approver in MyExpense more than 60 calendar days after the end of trip/last purchase date will be reported as taxable income for the employee being reimbursed and will be subject to applicable payroll taxes. To prevent late expense report taxation, always submit expense reports timely within 45 calendar days of the end of trip/last purchase date.

Action Required for BearBuy Vouchers

To prepare for the fiscal year-end, all BearBuy match exception handlers and voucher approvers should approve/reject all vouchers pending in their queues. We encourage you to act by June 30 to ensure the vouchers are processed for the 22/23 fiscal year.

Encourage Suppliers to Use Transcepta 

With 15,000 UCSF suppliers registered, Transcepta is the University’s e-invoice partner for BearBuy invoices. Please encourage your suppliers to submit invoices through Transcepta. For additional guidance, refer your supplier to the Supply Chain Management Supplier Guide to Transcepta.

Please do not email invoices to Supply Chain Management Accounts Payable as we are no longer accepting invoices via email from suppliers that are submitting invoices through Transcepta.*

*Some types of invoices are not submitted through Transcepta. Review Transcepta exclusions for details.  

Payment Request Form Usage

The Payment Request Form (PRF) can no longer be used for suppliers that will not accept Purchase orders (POs). Invoices for goods and services from these suppliers are no longer accepted and will be returned to the department. POs or Procurement Cards should be used for making these purchases.

The PRF can only be used for the following types of payments:

• Cell Phone/Phone Lines
• Donations/Contributions
• Government Fees/Visas
• Guest Lodging
• Honoraria
• Journal Publications
• Memberships
• Postage/Small Package Courier
• Refunds
• Registration Fees
• Student Summer Programs
• Subscriptions
• Utilities