Administrative & Business Services

Go Paperless with My Receipts

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Section 2

Traveler Frequently Asked Questions

My Receipts is a feature in the With U • For U mobile app that makes it quick and easy to collect, store, and share receipts (and other supporting documents) for reimbursement of business travel and events. Instead of holding on to paper receipts and remembering to give them to your arranger for reimbursement, use this tool to take photos of your receipts and store them in one place—an electronic filing cabinet in the cloud. Share your receipts by simply sending a notification email to your arranger.

The My Receipts tool is available to individuals who have established a TEM profile. Only individuals on UCI’s payroll are eligible.

Student employees may select the “Staff” or “Faculty” persona to use this feature in the app. The “Student” persona does not include the My Receipts tool.

If you are new to the With U • For U mobile app, and using it for the first time, you will be asked to choose a persona. Please choose the “Staff” or “Faculty” persona to use the My Receipts Tool.

  1. Open the With U · For U mobile app and click on the My Receipts tile.

  2. Select "Upload My Receipts,” and login with your UCInetID.

  3. Click on "Add New Trip/Event."

  4. Enter a trip/event Title, Primary City, Start Date, End Date and optional Business Purpose, and click on "Save & Upload Images."

  5. Upload images using your device's camera (images will not be stored locally); or upload images already saved on your device (supported file types include .gif, .jpg, and .png).

  6. After you have uploaded your images, please ensure they are legible.

If you do not see the My Receipts tile in the With U • For U mobile app, you are likely using the "Student" persona. Click on the person icon at the top of your mobile device screen to access the persona list. Choose the “Staff” or “Faculty” persona to use the My Receipts tool.

Personally identifiable information such as credit card numbers, Social Security numbers, and driver's license numbers should be redacted from receipts and other supporting documents before being uploaded to My Receipts. For more information about personally identifiable information visit http://www.accounting.uci.edu/travel/reimbursement/privacy.html

Within the My Receipts tool, select the trip or event you want to share, and then click “Notify” below the image gallery. This generates an email with a link for you to send to your arranger.

Your arranger will download your receipt images, initiate a reimbursement document within KFS, and upload the images you shared. Without the My Receipts tool, arrangers would have scanned paper receipts and/or uploaded receipts you shared electronically.

Please visit http://www.accounting.uci.edu/supportingdocs/index.html#retention-filenet on the UCI Accounting website for information regarding retention of receipts and supporting documentation. For additional information visit: Document Retention for Accounting.

Images will be retained in My Receipts for six months after the end date of the trip or event.

 

Arranger Frequently Asked Questions

There are three ways to access a traveler's receipts: (1) click on the trip/event link in the notification email you receive from a traveler, (2) visit the My Receipts website at www.myreceipts-uci.com/Travelers, or (3) click on the "With U • For U mobile app" tab within the Scanned Documents section of a TEM reimbursement document.

You can only access a traveler’s images if you are set up as an arranger for that traveler. If you believe you should be an arranger, please contact kfs@uci.edu. If you received a notification email in error, please notify the traveler or the traveler’s arranger.

From inside a specific trip or event, select the images you wish to download, and click "Download Selected." You will be prompted to open or save the zip file. If you experience issues, we recommend choosing "Save As," and then extracting the zipped file.

For information about unzipping files go to https://support.microsoft.com/en-us/help/4028088/windows-zip-and-unzip-files

Personally identifiable information such as credit card numbers, Social Security numbers, and driver's license numbers should be redacted from receipts and other supporting documents before being uploaded into KFS. For more information about personally identifiable information visit http://www.accounting.uci.edu/travel/reimbursement/privacy.html

Follow the same process you use with paper receipts. Review each receipt image before deciding whether it should be uploaded into KFS. If you would not upload a paper receipt that was shared with you, do not upload the electronic equivalent.

 

TEM Profile Frequently Asked Questions

A TEM Profile is a user profile in KFS for Travel and Event reimbursements. All employees seeking and/or processing reimbursements must have a TEM Profile.

Click here to create or edit a TEM Profile. If you don't have a TEM Profile, you will see “Create My Profile” in the top right of the page. Click the link to get started, and make sure to click "Submit" when you're finished. It may take up to 24 hours for your TEM Profile to activate in the My Receipts tool.

If you have a TEM Profile, you will see your name in the search results. Click "edit" to get started, and make sure to click "Submit" when you're finished.

First, make sure you have a TEM Profile by clicking here. If you see your name in the search results, click "edit" and then go the the "Arrangers" section to add, edit, or remove arrangers.

If you see "Create My Profile" in the top right of the page, you will need to create a TEM Profile. You can add an arranger during that process. It may take up to 24 hours for your TEM Profile to activate in the My Receipts tool.

Have more questions? Contact WithUForU@uci.edu or 949.824.6956question 14 for app questions and kfs@uci.edu for KFS questions.

Brought to you by the My Receipts tool in the With U • For U mobile app.