The following steps will guide you through the expense report creation process for a retirement party reimbursement.

1. ​​​​​Log into MyAccess and select the MyExpense link to open the application. (Note: You may need to click the Manage Favorites button in UCSF MyAccess to view the complete list of applications.)
   
   
2. Click on the Expense link in the navigation bar (may also select + New within the Quick Task Bar followed by Start A Report).
   
   
   
   
3. The Report Header will now display.
   
   
4. Create a name for your report in the Report Name field.
   
   
5. For the Policy dropdown menu, select UCSF Standard Expense Policy (will be selected by default).
   
   
6. For the End of Trip/Last Purchase Date input the date of when the retirement party was paid for.
   
   
7. In the Business Purpose field, provide a detailed business purpose for the expenses.
   
   
8. Select the appropriate Business Unit from the dropdown menu.
   
   
9. Select or enter the appropriate cost center in the Department ID field.
   
   
10. Enter the appropriate Speed Type (cost center) into the Speed Type. 
    
    
    
    If there is not a Speed Type to use for the expense, complete the fields for Fund, Project, Activity Period, Function, and Flex Field (if applicable).
    
    
11. Select Entertainment/Meeting Expenses from the Expense Type dropdown menu.
    
    
12. In the Comment field, enter any additional justification or other information for expense approvers to review if needed.
    
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13. Click on the Next button to start entering line items for your expense report.
    
    
14. Click on the Add Expense button.
    
    
15. Scroll to the Entertainment/Meeting Expense section under the Create New Expense Tab.
    
    
16. Select the appropriate type of expense from the list within the Entertainment/Meeting Expense section (use the scroll bar to review all the available options).
    
    
17. Complete the required fields marked with a red asterisk.
    
    
18. Check the Check if this is an exceptional expense. (Comment required) option and input a comment regarding the expense.
    
    
19. Click on the Upload Receipt Image tile and attach a receipt that includes both the bill receipt and a signed receipt copy that shows payment method and amount paid.
    
    
20. Click on the Add Receipt button and upload your completed Pre-Authorization Form for Planning Employee Morale-Building Events & Activities.
    
    
21. Click on the Attendees link.
    
    
22. Click on the Add button and add all the appropriate retirement party attendees.
    
    
23. When done, click on the Save button.
    
    
24. Click on the Save Expense button.
    
    
25. Click on the Submit Report button.
    
    
26. Click on the Accept & Continue button when finished reading the certification agreement.
    
    
27. A Report Totals box will display showing an overview of the reimbursement amounts.
    
    
28. Confirm everything is accurate and click on the Submit Report button.
    
    
29. An Edit Approval Flow window will display.
    
    
30. Select Alma A. Garcia as the Default Approver.
    
    
31. Select Katharine Tull as the Authorized Approver.   
    
     
32. Click on the +Add Step below Katharine Tull.
    
    
33. Select James Wentz as the User-Add Approver.
    
    
34. Click on the Submit Report button when done.