Overview
Frequently asked questions about expense reimbursement.
Common Questions
Q: I need help with reporting expenses, what assistance is available?
A: The orange WalkMe user support elements are featured throughout the MyExpense system. WalkMe is designed to guide users through common expense reporting process steps. For support beyond the user interface (i.e. policy questions) you can create a support ticket for the SCM Response Team.
Q: What is considered a valid receipt? / What information must be included on the receipt?
A: A valid receipt will show the specifics of the purchase—what was purchased, when, where, the amount, and proof of payment. It will also show all sales tax and fees incurred. Generally, the person making the purchase possesses the receipt, which substantiates who should be reimbursed; however, certain types of expense require additional detail:
- Airline expenses require an airline itinerary showing last four digits of credit card payment, itemization of expenses (sales tax and fees), seat class information, proof of payment, flight path.
- Lodging expenses require a hotel folio with itemization of all expenses, method of payment, and zero balance.
- Rental car expenses require an itemized receipt showing rental car class, method of payment, and zero balance.
- Registration fees require an itemized receipt.
Q: Is a credit card statement an acceptable receipt?
A: No.
Q: What should I do if I lost my receipt?
Airlines, hotels, and rental car agencies can typically provide a duplicate receipt, if you lost or misplaced the receipt. If you cannot obtain a duplicate receipt or an itemized original receipt is not available, please attach the Declaration of Missing Receipt Form to your expense report.
Q: What other documentation may be required?
- Typically, you should attach supporting documentation to justify business-related travel or meetings/entertainment, such as a conference brochure, agenda, invitation, or flyer. For details, please review Travel - Supporting Documentation or Meeting & Entertainment Expenses.
Q: What is considered a valid receipt? / What information must be included on the receipt?
A: A valid receipt will show the specifics of the purchase—what was purchased, when, where, the amount, and proof of payment. It will also show all sales tax and fees incurred. Generally, the person making the purchase possesses the receipt, which substantiates who should be reimbursed; however, certain types of expense require additional detail:
- Airline expenses require an airline itinerary showing last four digits of credit card payment and class of fare
- Lodging expenses require a hotel folio with method of payment and zero balance
- Rental car expenses require an itemized receipt showing method of payment and zero balance
- Registration fees require an itemized receipt, agenda, or other supporting documentation
Q: Is a credit card statement an acceptable receipt?
A: No.
Q: What should I do if I lost my receipt?
A: Airlines, hotels, and rental car agencies can typically provide a duplicate receipt, if you lost or misplaced the receipt. If you cannot obtain a duplicate receipt or an itemized original receipt is not available, please attach the Declaration of Missing Receipt Form to your expense report.
Q: What other documentation may be required?
- Typically, you should attach supporting documentation to justify business-related travel or meetings/entertainment, such as a conference brochure, agenda, invitation, or flyer. For details, please review Travel - Supporting Documentation or Meeting & Entertainment Expenses.
- When reimbursing a non-employee who is a foreign individual, please attach a Certification of Academic Activity Form. Please redact confidential information (SSN, ITIN) from the form before attaching it to the expense report, and keep a copy for your department's records.
Q: Who can approve exceptional expenses?
A: Only specifically designated individuals with the delegated authority may consider and grant exceptions. Please see the UCSF Travel and Entertainment Approval Matrix for a list of approvers.
Q: I am receiving an error message when trying to book travel accommodations through either BCD or UC Travel Center in Connexxus. How do I fix this?
A: To book travel accommodations, you must first update your Connexxus portal profile by completing all required fields marked by red asterisk. If your profile is not complete, you will encounter error messages which will impact your ability to book travel.
Q: Can I be reimbursed for an airline ticket purchased with frequent flyer miles?
A: No, the University of California cannot reimburse an individual for an airline ticket purchased with non-cash certificates, such as frequent flyer miles or a gift certificate. Only out-of-pocket expenses paid with the individual's personal funds (ex: such as cash, credit card) can be reimbursed.
Q: How is the reimbursement payment distributed to the employee?
A: MyExpense reimbursement payments to UCSF employees will be distributed the same way as the employee’s paycheck—if an employee receives their paycheck via multiple accounts, please check all accounts. If you still can’t locate the employee’s reimbursement payment, you may open a ticket with the Supply Chain Management (SCM) Response Team for assistance. Employees can update their payment method in UCPath—it may take one pay period for these changes to take effect. Note: Guest reimbursements paid to non-UCSF affiliates are paid via check.
Q: What happens when I don't spend all of my cash advance?
A: If travelers did not spend all of the cash advance, they are required to return the remaining balance to the University. Learn how to return your remaining cash advance here...
Important note: If an employee does not submit an expense report showing how the advance was spent on travel expenses and/or fails to return any unused cash advance amounts within 120 calendar days of the end of a trip, the University is obligated under Internal Revenue Service regulations to consider such amounts as taxable income to the employee. Travelers who are taxed for travel advances will no longer be allowed to receive any future cash advances.
Q: I have airline travel credits/funds from canceled airfare that I previously purchased but was not reimbursed. I want to apply this credit to new University business travel. When submitting my expense report, do I need to attach additional documentation?
A: Yes. Airline travel credits/funds used to purchase new airfare for business travel requires additional documentation to be submitted with your expense reports. Please attach:
- The airline receipt for the new airfare
- The original airline receipt for the airfare that was canceled. The receipt needs to show you originally paid out-of-pocket for the airfare
- Airline documentation showing the travel credits/funds were issued from the canceled airfare