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1 Introduction to MyExpense January 2015 Next 2 Overview What is MyExpense? MyExpense is a 3 rd Party hosted solution from Concur that automates the.

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Presentation on theme: "1 Introduction to MyExpense January 2015 Next 2 Overview What is MyExpense? MyExpense is a 3 rd Party hosted solution from Concur that automates the."— Presentation transcript:

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2 1 Introduction to MyExpense January 2015 Next

3 2 Overview What is MyExpense? MyExpense is a 3 rd Party hosted solution from Concur that automates the employee expense reimbursement process Replaces paper TEV, Employee Check Requests Internally branded as MyExpense at UCSF Next Prev.

4 3 What Does MyExpense Include? Employee Travel, Entertainment/Meeting Meals (from internal vendors) & Miscellaneous Reimbursement Guest Travel (payable to individual & payment via paper check only) Cash Advances for Employees What Is Not Included with MyExpense? Employee Relocation Expenses – Click here and select the “Travel Expense Voucher – Domestic” formClick here Cash Advances for Guests Meeting and Entertainment expenses payable to external business sources must be entered in BearBuy Next Prev.

5 4 Who is eligible to use MyExpense? Open to all active employees Must possess a UCSF employee ID Number (i.e., ) address must be defined in the Campus Locator System (CLS) How to Gain Access MyExpense is available through MyAccess Single Sign-On To obtain access, go to Self-Serve Account Activation at After logging into MyAccess, scroll down and click the “MyExpense” link to log in Next Prev.

6 5 MyExpense Features New MyExpense Home Page look and feel Traveler or Employee Requesting Reimbursement Can: Change Profile Defaults View Expense Reports & Cash Advances Create New Expense Reports Interface U.S. Bank Corporate Travel Card Charges for Direct Payment Attach Receipts and Supporting Documentation Submit Expense Reports Route Expense Reports for Approval Request Cash Advances (Employees Only) Mobile App Available for Submitting Expense Reports Approvers Workflow Routes Expense Reports for Review and Approval Next Prev.

7 MY EXPENSE HOME PAGE Company Notes Section containing important announcements, reminders, and useful links that can be expanded by clicking “read more” 6 Next Prev.

8 The MyExpense Home Page has a new quick task bar that displays your most important tasks! Tasks are based on the role(s) you are assigned. 7 MY EXPENSE HOME PAGE Next Prev.

9 “+ New” The + New menu provides role based options when you hover your mouse pointer over it. Depending on your role, you can: Start/Create an Expense Report Create a New Cash Advance Upload Receipts “+ New” The + New menu provides role based options when you hover your mouse pointer over it. Depending on your role, you can: Start/Create an Expense Report Create a New Cash Advance Upload Receipts 8 MY EXPENSE HOME PAGE Next Prev.

10 “Available Expenses” replaces “Smart Expenses” and contains: UCSF Corporate Travel Card Charges Available Receipt Images Active Reports The user or delegate can use this function to add Corporate charges to a new Expense Report or attach receipts “Available Expenses” replaces “Smart Expenses” and contains: UCSF Corporate Travel Card Charges Available Receipt Images Active Reports The user or delegate can use this function to add Corporate charges to a new Expense Report or attach receipts 9 MY EXPENSE HOME PAGE Next Prev.

11 MY EXPENSE HOME PAGE By clicking Profile you can set up personal defaults including but not limited to: Business Unit, Dept ID and SpeedType Change chartfield information that will default on newly created reports using your profile Expense DelegateDesignate a person to create, view receipts and submit an expense report on your behalf Expense PreferenceSpecify when you receive notifications and prompts Expense ApproversAllows you to set a default Approver. If no Approver is set, reports usually route to the Finance Manager Favorite AttendeesAdd, Edit, or Delete frequently used attendees 10 Next Prev.

12 ACTIVE REPORTS Click Expense in the toolbar to see the Active Reports pane which provides links to: Create a New Expense Report Update/Correct Returned Expense Reports Continue Work on Saved Expense Reports and Submit them Click Report Library to view historical reports ACTIVE REPORTS Click Expense in the toolbar to see the Active Reports pane which provides links to: Create a New Expense Report Update/Correct Returned Expense Reports Continue Work on Saved Expense Reports and Submit them Click Report Library to view historical reports 11 Active Reports Next Prev.

13 Click View & then select the appropriate report from the drop- down menu – the default view is to show “Reports for this Quarter” 12 View Expense Reports Next Prev.

14 Click Cash Advances then click View & select the appropriate Cash Advance category from the drop-down menu. The default view is “Active Cash Advances” 13 View Cash Advances Next Prev.

15 Corporate Travel Card Charges Corporate Travel Card charges can be viewed in Available Expenses. 14 Next Prev.

16 Select the charges applicable to the expense report. The selected charges will be paid directly to U.S. Bank. For more detailed information, refer to the MyExpense Job Aid, “Creating an Expense Report” posted on the Controller’s Office website. Select the charges applicable to the expense report. The selected charges will be paid directly to U.S. Bank. For more detailed information, refer to the MyExpense Job Aid, “Creating an Expense Report” posted on the Controller’s Office website. 15 Corporate Travel Card Charges Next Prev.

17 This icon will display on an expense line if a receipt is required Receipts can be attached using 3 methods: Attach Receipt Images (click on Receipts tab drop-down & follow prompt) Pull receipt images from “Available Receipts” (click on “Receipts” link then “Attach Receipt Images” & follow prompts) Fax your receipt (click on “Print/ ” link then “UCSF Fax Receipt Cover Page” Follow instructions on the printed cover page and use the number listed to fax receipts behind the cover page) This icon will display on an expense line if a receipt is required Receipts can be attached using 3 methods: Attach Receipt Images (click on Receipts tab drop-down & follow prompt) Pull receipt images from “Available Receipts” (click on “Receipts” link then “Attach Receipt Images” & follow prompts) Fax your receipt (click on “Print/ ” link then “UCSF Fax Receipt Cover Page” Follow instructions on the printed cover page and use the number listed to fax receipts behind the cover page) Attach Receipts and Supporting Documentation 16 Next Prev.

18 When you are finished inputting all your expenses, receipts, and supporting documents, click Submit Report button When you are finished inputting all your expenses, receipts, and supporting documents, click Submit Report button 17 Submitting Expense Reports Next Prev.

19 Certify your expense report is true and accurate by accepting the agreement – click the Accept & Submit button. 18 Final Review Next Prev.

20 19 Final Review - Receipts If you find during the Final Review you have not attached all required receipts, click the Attach Receipt Images button to attach image files from your computer, the Print button to attach via fax, or the View Receipts button to attach receipts that are already loaded to “Available Receipts” but have not yet been used on an Expense Report. When you are ready, click the Accept and Submit button. Next Prev.

21 If your expense requires a Reviewer Approver before the Default Approver, click the “Arrow Up” icon and add their name in the provided box by typing their First or Last Name, Address, or UCSF Employee ID and choose the correct entry from the list. Click the Submit Report button when your workflow choices are complete. For more detailed information, refer to the MyExpense training, “Creating An Expense Report” posted on Controller’s Office website If your expense requires a Reviewer Approver before the Default Approver, click the “Arrow Up” icon and add their name in the provided box by typing their First or Last Name, Address, or UCSF Employee ID and choose the correct entry from the list. Click the Submit Report button when your workflow choices are complete. For more detailed information, refer to the MyExpense training, “Creating An Expense Report” posted on Controller’s Office website 20 Approval Flow – Adding a Reviewer Approver Next Prev.

22 Hover the mouse over + New and click on New Cash Advance 21 Create a New Cash Advance Next Prev.

23 If you are an Approver, the Approval Queue is where you will find a list of Reports requiring your review and approval. For more detailed information, refer to the MyExpense Job Aid, “Reviewing and Approving an Expense Report” by clicking here, or posted on Controller’s Office’s website If you are an Approver, the Approval Queue is where you will find a list of Reports requiring your review and approval. For more detailed information, refer to the MyExpense Job Aid, “Reviewing and Approving an Expense Report” by clicking here, or posted on Controller’s Office’s website 22 Approval Queue Next Prev.

24 23 Need More Information? Additional MyExpense Job Controller’s Office website: Questions? Contact the CO Solution Center: Tel:(415)


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