1. Anna Fralikhina Radiology Business Office
MyExpense Overview
Anna Fralikhina
Radiology Business Office
Presentation: 9/29/17
Updated: 10/16/2017
9/16/2018
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Naming Conventions

3. Expense Type Using the correct expense type in report header:
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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

4. Expense Type - Tips Tips:
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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)

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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

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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

7. 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!

8. Agenda & Comments Only cover page/event flyer is required
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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

9. Per Person Limits – Domestic Travel & Meetings/Entertainment
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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

10. Per Person Limits – Foreign Travel
Foreign Per Diem
Varies by city and country:
Alaska, Hawaii & U.S. Possessions are a part of “Foreign” travel – non-continental U.S.

11. 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

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

13. Allocations – Cont’d Can split funding by percent or amount
Follow this guideline:

14. 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

15. 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:

16. Exceptional Approval – Type of Event

17. Exceptional Approval – Meal Caps

18. Useful Resources MyExpense Protocol: MyExpense Resources:
Check Appendix for Tips
MyExpense Resources:
How-to’s, tips, forms, presentations, etc.
Tips & Refreshers Page:

19. Useful Resources Radiology Finance Resources:
Controller’s Office Resources:

20. Contacts Department Contact Controller’s Office Help Desk:
Anna Fralikhina: or (415)
Controller’s Office Help Desk: or