MyExpense Refresher Anna Fralikhina Radiology Business Office 12/06/16 9/18/2018 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

MyExpense Refresher Useful Resources Best Practices MyExpense Refresher Presentation 12/06/16

Resources MyExpense Protocol on Finance Survival Guide page: https://radiology-help.ucsf.edu/finance/survival-guide Step-by-step instructions on how to complete MyExpense reimbursements Check Appendix for additional information MyExpense Page on Radiology Finance website: https://radiology-help.ucsf.edu/finance/purchasing-systems- support/myexpense Contains MyExpense resources, such as current reimbursement rates, departmental presentations, polices, and useful forms MyExpense Refresher Presentation 12/06/16 9/18/2018 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

Resources Exceptional Approval Page on Radiology Finance website : http://radiology-help.ucsf.edu/finance/purchasing-systems- support/exceptional-expense-approval-guidelines Resources for MyExpense reimbursements requiring exceptional approval Tips & Refreshers Page on Radiology Finance website: http://radiology-help.ucsf.edu/finance/resources/archived- refreshers Check for latest tips and slides from refreshers MyExpense Refresher Presentation 12/06/16 9/18/2018 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

Expense Type - Tip #1 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. (e.g. foreign countries, Alaska, Hawaii & U.S. Territories) Entertainment/Meeting Expense – for entertainment or meeting expenses Miscellaneous Employee Reimbursement – for all other reimbursements MyExpense Refresher Presentation 12/06/16 9/18/2018 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

Expense Type - Tip #1 Cont’d Parking for a meeting – submit as “Travel – Domestic” Hawaii is considered part of “Travel – Foreign (OCONUS)” Registration for an event/conference – submit as “Travel – Domestic” MyExpense Refresher Presentation 12/06/16 9/18/2018 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

Naming Conventions - Tip #2 Please use the following naming conventions: MyExpense Refresher Presentation 12/06/16 9/18/2018 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

Redaction - Tip #3 Black out all personal information on receipts: Home/billing address Bank account # Account and routing #s on checks Credit card number (except for last 4 digits) Date of birth Social Security # Don’t know how to redact in PDF? Use this tip. MyExpense Refresher Presentation 12/06/16 9/18/2018 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

Receipts - Tip #4 Itemized receipts are required and must show proof of payment, for the following: Airfare (needs to include seating class, flight 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 MyExpense Refresher Presentation 12/06/16 9/18/2018 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

Alcohol - Tip #5 Sponsored funding/grants – not allowable Discretionary accounts – Allowable with a meal; cost & amount need to be reasonable No hard liquor or spirits is allowable MyExpense Refresher Presentation 12/06/16 9/18/2018 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

Agenda & Comments - Tip #6 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 MyExpense Refresher Presentation 12/06/16 9/18/2018 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

Contact Info Questions about MyExpense? Contact Anna Fralikhina Email: Hanna.Fralikhina@ucsf.edu Phone: (415) 502-0664 Radiology Finance Resources: https://radiology-help.ucsf.edu/finance MyExpense Refresher Presentation 12/06/16 9/18/2018 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

Q&A MyExpense Refresher Presentation 12/06/16 9/18/2018 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]