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Creating a New Expense Report for Travel Reimbursement. Press F5 to begin the slide show. Slides will automatically advance. February 2014. 1. After completing this lesson, you should be able to:. Objectives. Create a new expense report.

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Creating a new expense report for travel reimbursement

Creating a New Expense Report for Travel Reimbursement

Press F5 to begin the slide show. Slides will automatically advance.

February 2014

1


Objectives

After completing this lesson, you should be able to:

Objectives

  • Create a new expense report

  • Add corporate credit card transactions to an expense report

  • Clear “Undefined” expense type on an expense report

  • Add “out-of-pocket” expenses to an expense report

2


To create your new Expense Report:

From the Active Work Pane, click New Expense Report

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ENTERING AN EXPENSE REPORT USING A SPEEDTYPE

Report Name: Enter Trip Return Date - Destination

Report Date defaults to the Current Date

There are 2 Policies in MyExpense: UCSF Standard Expense Policy (Employee) and UCSF Guest Policy (Non-employee travel expenses only)

Provide a detailed description of Business Purpose

Business Unit will auto default to the one set-up in your profile

Dept ID will auto default to the one set-up in your profile

Enter the desired SpeedType

Select the Expense Type

Indicate if you have received a Cash Advance

Once all required fields (as shown with red bar on left side) have been completed, click Next

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If you are NOT using a SpeedType, you will need to fill in the fields below:

Fund, Project, Activity Period, Function, &

Flexfield (optional)

Then click Next

5


CORPORATE TRAVEL CARD CHARGES? the fields below:

If you have any Corporate Travel Card charges, they can be viewed in Smart Expenses.

To request UCSF pay your Corporate Travel Card business travel expenses (related to this trip) directly to U.S. Bank, simply select the appropriate charges, drag from Smart Expenses and drop into Expenses (Left Pane)Example: United Airlines Airfare for $150.00

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Some of the charges will have pre-defined expense type while others do not. For those marked as Undefined, an expense type MUST be selected for the entry before it can be submitted.

Click on the Undefined and follow next slide.

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Click on the “drop-down” & select the appropriate expense type from list (see next slide). Complete all required fields (with red bar on the left side) & click Save

Click on Undefined and new window on right will appear

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As soon as all the fields with red bar are addressed (refer to slide 8); it will clear this “red” exclamation icon.

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All exceptions with “red” exclamation icon need to be addressed before the system will allow you to submit. Click on the expense and complete/correct any missing fields to clear the exception.

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Click on the expense type addressed before the system will allow you to submit. Click on the expense and complete/correct any missing fields to Airfare. A new window will appear on the right. Respond to all fields with “red bar” (on left side of field) and click Save

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Occasionally you will see a addressed before the system will allow you to submit. Click on the expense and complete/correct any missing fields to Yellow Flag. This serves as a warning or reminder.

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Adding an “out-of-pocket” expense addressed before the system will allow you to submit. Click on the expense and complete/correct any missing fields to

Click the New Expense Tab andsearch for the Expense Type in the Search field or by scrolling through the options

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Click on the addressed before the system will allow you to submit. Click on the expense and complete/correct any missing fields to Expense Type

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A new window will appear for the newly added expense. Complete all required fields and click Save

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Your newly added expense now appears in the Complete all required fields and click Expenses pane

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Questions Complete all required fields and click

  • CO Solution Center:

    • Tel: (415) 476-2126

  • Email:COSolutionCenter@ucsf.edu

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Congratulations! Complete all required fields and click

You have successfully completed the training for

Creating a New Expense Report for Travel Reimbursement.

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