Effective immediately, the required business practice for UCSF will be not to request receipts for expenses under $75 unless a policy requirement described below is met. All units are expected to change their internal practices to align with policy.

Policy Requirements:

• University of California Policy G-28 Travel Regulations (page 41) requires receipts for meals, local transportation, and miscellaneous expenses to be submitted only when the amount of the expense is $75 or more.
• Receipts are required for all airfare, hotel stays, and rental cars, regardless of amount.
• Some award sponsors may require that receipts for all expenses be reviewed and thus, receipts may be requested in these specific cases.

Many UCSF departments, including within FAS, have routinely required travelers to submit receipts even when policy did not mandate them. Since more than half of all expense line items at UCSF are less than $75, the effort to collect and review these expenses is unnecessary from a policy perspective. This change establishes a clear campus standard that reduces administrative burden.

The Chancellor’s executive leadership and I believe that this change to UCSF’s common business practices will benefit our community in many ways, including:

• Faster creation of expense reports.
• Less time spent on the review of low-dollar receipts.
• Reduced exposure to Public Records Act requests.
• Promotion of a culture of respect and integrity consistent with UCSF’s PRIDE values.

All members of our community who incur expenses while conducting UCSF business are stewards of university resources and, as such, are expected to adhere to the expense limits prescribed in policy. Approvers of expense reports may still request receipts if their review of an expense indicates that further review is necessary.

If an individual’s preferred method of creating expenses is to scan them into MyExpense or the Concur mobile app, they are welcome to continue doing so. Thank you for your attention to this important update to UCSF’s business practice and culture.

QUESTIONS OR NEED HELP? Supply Chain Management maintains a library of resources about UCSF’s expense policy and procedures and MyExpense training at Travel | Supply Chain Management.