Expense Reports for FY 2020-21 Pre-Approval Requests

• Friday, July 23, 2021 5:00 p.m. - Deadline for employees to receive all approvals for FY 2020-21 tuition-related expense reports. Any expense reports not fully approved by 5:00 p.m. will be canceled.

FY 2021-22

• The online tuition reimbursement system will open on Monday, August 2, 2021 for FY 2021-22 pre-approval requests.

FY 2021-22 Expense Reports

Please follow the instructions listed in your pre-approval request approval and double check the following actions are taken:

• The DHR Pre-Approval Request ID is listed in the Report Description Field (for example, 1-12345). If the ID is not listed, your request will be sent back to your attention;
• Enter your Department in the reference field (for example, ZSFG);
• Copy all the account codes listed on your approval screen; and
• Attach all necessary documents, such as: DHR approval, an itemized receipt, proof of payment and proof of successful completion (if applicable).

Overview

The Tuition Reimbursement Program provides City employees with funds for professional development. Memoranda of Understanding (MOUs) between unions and the City define the rules for tuition reimbursement. Employees should refer to their MOU for a comprehensive list of eligible expenses.

Travel Expenses

Chapter 12X prohibits City-funded travel to states with anti-LGBTQ laws or laws that prohibit abortion prior to the viability of the fetus. Employees cannot use tuition reimbursement for travel expenses to the following states:

Travel expenses include:

• Modes of travel – airfare, bus, train, car rental, taxi, ride-sharing, including parking and tolls, etc.
• Lodging
• Per diem
• Paid work time

For additional information, consult DHR’s Chapter 12X State Travel Ban FAQ. The list of states is subject to change. For an updated list of applicable states, please refer to the City Administrator’s website at http://sfgsa.org/chapter-12x-anti-lgbt-state-ban-list.

How it Works

Gather Supporting Documents

• Complete the appropriate Pre-Approval Request Form for your union. Forms are linked in the section below “Information and Forms by Union.”
• Additional documents that include the registration fee/item price may include: registration brochures, screen shots, membership invoice, travel quote, etc.

Request Pre-Approval Online

Login to the DHR Online Tuition Reimbursement System to request pre-approval for your expenses. Enter Company ID “sfgov”.

• If you are a new user, please contact your department representative to get an account.

Receive Approval

• DHR will determine if the expense is eligible according to your MOU. The DHR Tuition Reimbursement System will send an approval email.
• MEA and Local 21 will determine expense eligibility for employees represented by their unions.

Gather Expense Documentation

Supporting documents may include:

• DHR authorization
• Itemized receipt from the vendor with zero balance to demonstrate what was purchased.
• Proof of payment documentation to demonstrate you incurred an expense.
• Proof of successful completion (for courses and examinations) or proof of attendance for conferences.

Submit Expense Report

Login to SF Employee Portal and submit an Expense Report under Employee Links. Attach expense documentation and the DHR authorization letter/notes .

Receive Direct Deposit

Direct deposit payments are made every Tuesday.

Information & Forms by Union

Reference Material

• DHR Authorization Letter Example
• Expense Report Guide
• Getting Started with SF Employee Portal
• How to Enter Expense Report
• How to Submit Pre-approval Request
• Next Steps after Receiving Pre-Approval
• Tuition Reimbursement Processing Overview
• Need Help?