MyExpense Tips – RSNA 2017

11/13/17

Anna FralikhinaRadiology Business Office

RSNA 2017 - MyExpense Tips

Summary:

Tip # 1: Receipts – Redaction

Tip # 2: Receipts – Proof of Payment

Tip # 3: Agenda

Tip # 4: Alcohol

Tip # 5: Report Name & Type

Tip #6: Updated Meal & Incidental Limit ($62)

Tip #7: Updated Lodging Cap ($275)

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Tip #1: Receipts - Redaction

Home/billing address

Credit Bank Account, Routing #

Card # (except for last 4 digits)

Date of Birth

Social Security #

Don’t know how to redact in PDF? Use this tip.

Please remember to redact all personal information on receipts:

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Tip #2: Receipts – Proof of Payment

Airfare (needs to include seating class, flight times, destinations)

Lodging (final receipt after check out)

Registration fees

Car rental

Meal expenses for meetings & entertainment of $75 or more

Itemized receipts are required and must show proof of payment, for the following:

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Tip #3: Agenda

Only cover page / event flyer is required, showing location & dates of the conference

There is no need to attach the detailed agenda (e.g. 10-page document)

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Tip #4: Alcohol

Sponsored funding/grants – alcohol is not allowable

Discretionary accounts –

o Alcohol is allowable with a meal; cost & amount have to be reasonable

o No hard liquor or spirits is allowable

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Tip #5: Report Type & Name

Report Expense Type: “Travel - Domestic (CONUS)”

Report Name:

• Naming convention for travel: “Date of Return to San Francisco -Destination City”

• RSNA Annual Meeting-2017:

“12/01/2017 – Chicago, IL”

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Tip #6: Updated Meal & Incidental Limit ($62)

The new per person Meal & Incidental limit for travel within Continental U.S. is $62 a day, effective 10/15/17

If a Business meeting was held during breakfast, lunch or dinner, a Business meeting maximum can be claimed in addition to $62 meal cap

• Please use “Breakfast/Lunch/Dinner – Entertainment/Mtg.” expense type

• Business meeting maximums are:

‒ Breakfast: $27

‒ Lunch: $47

‒ Dinner: $81

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Tip #7: Updated Lodging Cap ($275)

New cap of $275 nightly room rate (excluding taxes & resort fees) for travel within Continental U.S., effective 10/15/17

If claiming exception for costs exceeding the $275 nightly cap, please refer to Controller’s Office policy update - Lodging Expenses section

• Please make sure to take screenshots of comparable lodging costs in the area at the time of booking if you are exceeding the $275 nightly cap

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Useful Resources

Read the recent Controller’s Office policy update here:

• https://controller.ucsf.edu/news/201710/accounts-payable/changes-uc-travel-regulations-policy-g-28-effective-october-15-2017

Bookmark Tips & Refreshers page to stay current on useful tips, recent updates & presentations:

• https://radiology-help.ucsf.edu/finance/resources/archived-refreshers

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Contact

Questions about MyExpense?

Department Approver - Anna Fralikhina: Hanna.Fralikhina@ucsf.edu or (415) 514-0363

Controller’s Office Help desk: COSolutionCenter@ucsf.edu or 415-476-2126

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