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Employee reimbursement process will switch to MyExpenses tool in September

Employees seeking reimbursements for expenses must submit requests through the new MyExpenses tool starting in September, part of the University’s ongoing efforts to reduce bureaucracy and paperwork. This system will improve efficiency and put money back into employee pockets faster by eliminating several processing steps.

You’ll find MyExpenses under a new “Employee Tools” section of MyAccess.wvu.edu, along with Mountaineer Marketplace. For reimbursements related to travel, click on the drop-down menu in MyExpenses.

This change applies only to reimbursements. For now, PCard expenses will continue to be treated as they historically have been. That largely paper-based process will become part of the MyExpenses tool later this fall.

Procurement Contracting and Payment Services (PCPS) currently processes about 17,000 expense reimbursements and 175,000 annual PCard transactions a year, plus monthly PCard statements and vendor registrations for state employees. With MyExpenses, most paper processes are eliminated.

With MyExpenses, you’ll be able to take photos of your receipts and upload them to the system. Per diems and mileage rates will be built in, so you’ll no longer have to calculate those. You’ll also still be able to delegate your reconciliations to your administrative assistant, EBO (Expert Business Office) or anyone else you choose. The forms will be automatically routed to the right people for approval.

Staff from Procurement, Contracting and Payment Services demonstrate MyExpenses and answer questions at the following places:

  • 1:30-3 p.m. Monday, Aug. 14 in room G-102 of the Engineering Sciences Building
  • 1:30-3 p.m. Tuesday, Aug. 15 in room 414 of Evansdale Crossing
  • 9:30-11 a.m. Wednesday, Aug. 16 in room 6117 of One Waterfront Place
  • 1:30-3 p.m. Monday, Aug. 21 at the Gluck Theater in the Mountainlair.

Please direct questions or concerns to PCPS@mail.wvu.edu or explore Frequently Asked Questions.