MyExpense Tips ISMRM Annual Meeting 2018 Anna Fralikhina Radiology Business Office 03/16/2018
Reminder: 45-day Rule Contents Tip #1: Report Name & Type Tip #2: Meal & Incidental Expenses Regular Travel Meals Tip #3: Meal & Incidental Expenses Group Business Meals During Travel Tip #4: Lodging Expenses Tip #5: Airfare Tip #6: Redaction Tip #7: Required Receipts Tip #8: Missing Receipts Tip #9: Alcohol Tip #10: Agenda Tip #11: Checking Report Status Useful Resources Contacts 2
Reminder: 45-day Rule Expense reports should be submitted no later than 45 days after incurring an expense or, for travel, after completing a trip We recommend that you submit airfare, registration, and *prepaid* lodging expenses as soon as these expenses are incurred, even before the trip takes place! Lodging - only if pre-paid in full Controller s Office may begin to enforce late reimbursements soon announcement will be sent out to warn travelers 3
Tip #1: Report Name & Type Report Expense Type: Travel - Foreign (OCONUS) Report Name Naming convention: Date of Return to San Francisco - Destination City, Country Example for ISMRM Annual Meeting, 2018: 06/22/2018 Paris, France 4
Tip #2: Meal & Incidental Expenses Regular Travel Meals Please use Per Diem Meals & Incidentals (Foreign Trips) expense type for all meal expenses Please look up the per diem rate for Paris, France here: https://aoprals.state.gov/web920/per_diem.asp Per diem rate can vary by month, so please check for the updated amount in June Only actual meal expenses should be claimed, up to this daily cap 5
Tip #3: Meal & Incidental Expenses Group Business Meals During Travel For a group business meal, please use Breakfast/Lunch/Dinner Entertainment/Mtg. expense type The cost of the group business meal can be reimbursed in addition to the daily allowable per diem amount Please follow domestic limits for meeting & entertainment expenses: Breakfast: $27 Lunch: $47 Dinner: $81 Light refreshments: $19 6
Tip #4: Lodging Expenses Please use Per Diem Lodging (Foreign Trips) expense type Please enter a new line for each date of stay Please look up the per diem rate for Paris, France here: https://aoprals.state.gov/web920/per_diem.asp Per diem rate can vary by month, so please check for the updated amount in June Only actual lodging expenses should be claimed, up to this daily cap 7
Tip #5: Airfare Economy or Economy Plus round trip airfare, arriving right before and departing right after the conference If a personal trip is added to the itinerary, please provide a comparison airfare: Economy or Economy Plus airfare; round trip SFO-Paris-SFO; departing SFO on 06/15/2018; departing Paris on 06/22/2018 Only cost up to comparison airfare can be reimbursed 8
Tip #6: Redaction How can I redact in PDF? Use this Redaction Tip! Redact all personal information on attachments: Home/billing address Bank account #s Account and routing #s on checks Credit card #s (except for last 4 digits) Date of birth, Social security # 9
Tip #7: Required Receipts Itemized receipts are required and must show proof of payment (including date & method of payment), for the following: Airfare - receipt needs to include seating class, flight dates & times, destinations Lodging - final receipt at check out showing proof of full payment: Reservation confirmation is not sufficient Exception: If lodging was pre-paid in full at the time of reservation, reservation confirmation is acceptable Car rental Registration fees - confirmation showing dollar amount is also accepted Meal expenses for meetings & entertainment totaling $75 or more per occasion 10
Tip #8: Missing Receipts What should I do if I m missing a required receipt? Obtain a copy of the original or itemized receipt from the restaurant, hotel, airline company, etc. If an itemized receipt is not available: Provide a copy of credit card statement showing proof of payment Attach Controller s Office Declaration of Missing Receipts form: https://controller.ucsf.edu/forms/accountspayable/travel/declaration-missing-receipts 11
Tip #9: Alcohol Sponsored funding/grants NO: alcohol is not allowable Discretionary funding Yes Allowable with a meal, but cost & amount need to be reasonable (e.g. 1-2 glasses per person) No hard liquor or spirits is allowable 12
Tip #10: Agenda Only cover page/event flyer is required Needs to show location and dates of the event No need to attach a detailed agenda (e.g. 10-page document) 13
Tip #11: Checking Report Status How can I check the status of a MyExpense report? Log into MyExpense Open the report in question Go to Details / Audit Trail Audit Trail will provide information on the status of your report 14
Useful Resources MyExpense Protocol https://radiology-help.ucsf.edu/sites/radiologyhelp.ucsf.edu/files/wysiwyg/finance/myexpense/myexpense%20 Protocol-07_20_17.pdf Tips & Refreshers https://radiology-help.ucsf.edu/finance/resources/archivedrefreshers 15
Contacts Department Contact Anna Fralikhina: Hanna.Fralikhina@ucsf.edu or (415) 514-0363 Controller s Office Help Desk COSolutionCenter@ucsf.edu or 415-476-2126 16