Anna Fralikhina Radiology Business Office MyExpense Overview Anna Fralikhina Radiology Business Office Presentation: 9/29/17 Updated: 10/16/2017 9/16/2018 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

[ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS] 9/16/2018 Naming Conventions

Expense Type Using the correct expense type in report header: [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS] 9/16/2018 Expense Type Using the correct expense type in report header: Travel – Domestic (CONUS) – Travel reimbursements in the continental U.S. (does not include Alaska, Hawaii & U.S. Territories) Travel – Foreign (OCONUS) – Travel reimbursements outside of the continental U.S. (foreign countries & Alaska, Hawaii & U.S. Territories) Entertainment/Meeting Expense – for entertainment or meeting expenses Miscellaneous Employee Reimbursement – for all other reimbursements

Expense Type - Tips Tips: [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS] 9/16/2018 Expense Type - Tips Tips: Parking in SF for a meeting/clinical service – “Travel – Domestic” Hawaii is a part of “Travel – Foreign (OCONUS)” Registration for an event/conference in the U.S. – “Travel – Domestic” (If submitting ahead of conference) Registration for an event/conference outside of the U.S. – “Travel – Foreign” (If submitting ahead of conference)

[ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS] 9/16/2018 45-day Rule Expense reports should be submitted and approved no later than 45 days after incurring the expense or, for travel, after completing a trip IRS rules specify that reimbursements exceeding 45 days are reportable as taxable income The Controller’s Office has not yet begun to enforce late reimbursements - they are currently monitoring for compliance We recommend that you submit airfare, registration, and prepaid* lodging expenses when expenses are incurred, even before the trip takes place! Lodging only if pre-paid in full

[ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS] 9/16/2018 Receipts Itemized receipts are required and must show proof of payment, for the following: Airfare (needs to include seating class, flight dates & times, destinations) Lodging (final receipt after check out, reservation confirmation is not sufficient) Registration fees Car rental Meal expenses for meetings & entertainment of $75 or more

Redaction Please redact all personal information on receipts: Home/billing address Bank account # Account and routing #s on checks Credit card numbers (except for last 4 digits) Date of birth, Social security # Don’t know how to redact in PDF? Use this Redaction Tip!

Agenda & Comments Only cover page/event flyer is required [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS] 9/16/2018 Agenda & Comments Only cover page/event flyer is required Need location and dates of the event No need to attach the detailed agenda (e.g. 10-page document). Provide as much backup documentation as possible, e.g.: Approvals Comments that help explain reimbursement

Per Person Limits – Domestic Travel & Meetings/Entertainment [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS] 9/16/2018 Per Person Limits – Domestic Travel & Meetings/Entertainment Business Meetings/Entertainment: Breakfast - $27 Lunch - $47 Dinner - $81 Domestic Travel: daily maximum - $62, effective 10/15/17

Per Person Limits – Foreign Travel Foreign Per Diem Varies by city and country: http://www.defensetravel.dod.mil/site/perdiemCalc.cfm Alaska, Hawaii & U.S. Possessions are a part of “Foreign” travel – non-continental U.S.

Alcohol Sponsored funding/grants – not allowable Discretionary accounts – Allowable with a meal, cost & amount need to be reasonable - not lavish No hard liquor or spirits is allowable

Allocations – Split Funding Use “Details” => “Allocations” to split funding between two or more funding sources

Allocations – Cont’d Can split funding by percent or amount Follow this guideline: https://controller.ucsf.edu/job-aids/accounts-payable-travel/travel-entertainment/allocating-expenses-myexpense

Foreign Travel - Tips Use Currency Converter in MyExpense to enter amounts in Foreign currency and convert into USD Lodging – recommended to use regular “Lodging” expense type (not “Per Diem – Lodging (Foreign Trips)”) Meals – OK to use “Per Diem – M&I (Foreign Trips)” when receipts are in foreign currency or per diem amount exceeds $62

Exceptional Approval An Expense Can Become Exceptional If: It is Entertainment/Morale-Building Per Person Limits are exceeded Personal Guests are attending Exceptional expenses require Dean’s Office approval Provide a justification Route to Hanna Fralikhina as usual For more information: http://finance.medschool.ucsf.edu/sites/finance.medschool.ucsf.edu/files/ExceptTraining.pdf

Exceptional Approval – Type of Event

Exceptional Approval – Meal Caps

Useful Resources MyExpense Protocol: MyExpense Resources: https://radiology-help.ucsf.edu/sites/radiology-help.ucsf.edu/files/wysiwyg/finance/MyExpense/MyExpense%20Protocol-07_20_17.pdf Check Appendix for Tips MyExpense Resources: https://radiology-help.ucsf.edu/finance/purchasing-systems-support/myexpense How-to’s, tips, forms, presentations, etc. Tips & Refreshers Page: https://radiology-help.ucsf.edu/finance/resources/archived-refreshers

Useful Resources Radiology Finance Resources: https://radiology-help.ucsf.edu/finance Controller’s Office Resources: https://controller.ucsf.edu/how-to-guides/accounts-payable/travel/claim-expenses-reimbursement

Contacts Department Contact Controller’s Office Help Desk: Anna Fralikhina: Hanna.Fralikhina@ucsf.edu or (415) 514-0363 Controller’s Office Help Desk: COSolutionCenter@ucsf.edu or 415-476-2126