Reimbursements & Travel

Transcription

1 Reimbursements & Travel General Reimbursements How to use MyExpense? FAQs Uploading Receipts Routing for approval How to use Connexxus Where to get speedtype When in doubt, call Amy

2 MyExpense When to Use? Employee and Guest Travel reimbursement Reimbursement for Entertainment Meals and Expenses paid out-of-pocket by an employee Miscellaneous employee business expense reimbursements

3 General Reimbursements for Travel Airfare First and Business Class are not permitted U.S. Carriers must be used if at all possible Packages from Internet vendors are not allowed Ground Transportation Car Rental Parking Taxis Mileage for personal vehicle Meals Alcohol should be omitted from reimbursement requests Conference Registration

4 MyExpense Receipts and documents required for travel reimbursement Air Travel Itinerary (flight times, total cost, and proof of payment) Rental Car Receipt Hotel Statement Itemized meal receipt Bridge toll receipt Public transportation receipt Parking fees *Missing receipts are treated on a case by case basis. Missing receipts >$75 require a declaration of missing receipt form ( eipt.pdf)

5 MyExpense Reimbursement Rates - Travel Mileage 56 cents per mile (as of January 2014) Daily meals and incidental expenses $71(travel) Meal rates for entertainment & business meeting Breakfast $26 per person limit Lunch $45 per person limit Dinner $78 per person limit Light Refreshments $18 per person limit

6 MyExpense Uploading attachments Receipts Hotel statements Any supporting documents Routing for approval The user-added approver should be the Account Manager for the program you are charging (see next slide) The default approver is Jon Rueter

7 CTSI Finance Account Managers & Approvers ACCOUNT MGR PROGRAMS SIGNATORY Claudia Ng CRS Lily Hui ETR/Product Development Cathy Tralau-Stewart Monica Stuart Translation Innovations Jon Rueter UC BRAID Rachel Sak UC ReX Lattice Armstead SOS/CTSI Pilot Awards Erin Breed Admin/OC Jon Rueter Susanna Lam CD Alice Fishman COMM Melissa Telli CEHP Wylie Liu Amy Silprasert RKS Alice Fishman Shirley Yuen CTST KL & Misc. Various, Jon Rueter Online Education Lisa Schoonerman CTRFP TL & Misc. Various/Madeline Mann Mark Dorshkind CS/PRU Erin Breed BMI/IRI Lisa Schoonerman VH/Research Technology Group Leslie Yuan

8 How to use MyExpense Option #1: From your computer via MyAccess portal Complete all relevant fields on the Report Header page. Key in Dept ID if you know or ask your account mgr. Key in SpeedType if you know or ask your account mgr. Follow the prompts and enter the required fields and upload copies of receipts. Click Attach Receipt Upload all other supporting documents Approval flow is sequential. First should be the account manager for the program you are charging, second should be Jon Rueter Submit Report

9 How to use MyExpense Option #2: From your mobile device Pre-step: login to myaccess.ucsf.edu MyExpense and register your device via your computer My Expense Profile->Mobile Registration follow the instruction to set up or change a PIN Create/Update PIN Find user name. You will need it later. My Expense Profile- >Mobile Registration, e.g @ucsf.edu On mobile device, download Concur app Enter user name and PIN Add a Mobile Expense Expenses screen Add Expense complete form Receipt Attach Receipt take picture

10 How to use MyExpense cont d On the Expenses screen, select Add to Report on the bottom of the screen. The expenses can now be selected to the left of each expense. Click Submit on the right hand bottom of screen Input speedtype (filter by searching CTSI ), and other fields Click Save Click submit again and certify expense, then select approver Step by Step training guide for iphone: one.pdf

11 Introduction What is Connexxus? Secured web portal for booking travel System wide initiative UC Negotiated discounts on airlines, hotels, and car rentals Why use Connexxus? One Stop Shopping UCSF s Preferred method for making travel arrangements Ability to track travel spend with each supplier Greater negotiating power Potentially obtain even greater discounts 11

12 Access to Connexxus Who is eligible? Open to all active Campus and Medical Center employees and affiliates Must possess a UCSF Employee ID number (i.e ) MSP1 and above have automatic access address must be defined in the Campus Locator System (CLS) How To Request Access Send to connexxus@ucsf.edu Provide Name and UCSF ID Number Activate MyAccess Account If not activated, receive with instructions to activate account Allow 24 hours 12

13 First-time Users Update Profile

14 Payment A valid speedtype is required and will be requested Where to get a speedtype Contact your account manager Questions UCSF Connexxus Administrator Connexxus@ucsf.edu