1. MyExpense Refresher Anna Fralikhina Radiology Business Office 12/06/16
9/18/2018
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2. MyExpense Refresher Useful Resources Best Practices
MyExpense Refresher Presentation
12/06/16

3. Resources MyExpense Protocol on Finance Survival Guide page:
Step-by-step instructions on how to complete MyExpense reimbursements
Check Appendix for additional information
MyExpense Page on Radiology Finance website:
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
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4. Resources Exceptional Approval Page on Radiology Finance website :
support/exceptional-expense-approval-guidelines
Resources for MyExpense reimbursements requiring exceptional approval
Tips & Refreshers Page on Radiology Finance website:
refreshers
Check for latest tips and slides from refreshers
MyExpense Refresher Presentation
12/06/16
9/18/2018
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5. 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
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6. 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
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7. Naming Conventions - Tip #2
Please use the following naming conventions:
MyExpense Refresher Presentation
12/06/16
9/18/2018
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8. 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
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9. 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
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10. 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
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11. 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
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12. Contact Info
Questions about MyExpense? Contact Anna Fralikhina Phone: (415) Radiology Finance Resources:
MyExpense Refresher Presentation
12/06/16
9/18/2018
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13. Q&A MyExpense Refresher Presentation 12/06/16 9/18/2018
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