320.8 Using Foundation Funding in e-Reimbursement

Expenses may be charged to the Wisconsin Foundation Alumni Association (WFAA) when appropriate. E-Reimbursement Approvers are responsible for entering WFAA funding. Upon approval of the expense reimbursement, the claimant receives one payment from the University. Accounting Services then bills WFAA for their portion.

Using Foundation Funding in e-reimbursement
Procedure # 320.8
Rev.: 1
Effective Date: June 30, 2020

Related Policy: 320 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Graig Brooks (608) 262-8691


Contents

I. Procedure Statement
II. Who is Affected by this Procedure
III. Procedure
IV. Contact Roles and Responsibilities
V. Definitions
VI. Related References
VII. Revisions


I. Procedure Statement

Expenses may be charged to the Wisconsin Foundation Alumni Association (WFAA) when appropriate.  E-Reimbursement Approvers are responsible for entering WFAA funding.  Upon approval of the expense reimbursement, the claimant receives one payment from the University.  Accounting Services then bills WFAA for their portion.


II. Who is Affected by This Procedure

Employees who seek reimbursement for out-of-pocket or Corporate Card expenses; alternates who prepare expense reimbursements in e-Reimbursement; Approvers and Auditors; Divisional Business Officers and others who have approval authority.


III.   Procedure

A. Expense Report Submission (Traveler/Alternate role)

  1. For expenses with food and/or drinks, claimants/alternates must enter the number of attendees and their names into e-Reimbursement. This is required for the “Meal-Hosted” and “Event-Catering” expense types.  When entering expenses:
    1. Enter the total number of attendees in the “How many people” field.
    2. Enter the names and affiliations of the attendees in the “Add Additional Attendees” box.
      1. For events with 20 or fewer attendees, enter all attendees here. A list attached to the expense report is not sufficient.
      2. For events with more than 20 attendees, enter at least the names and affiliations of all attendees from the University. Attendees from outside organizations may be listed in an attachment.
  2. Claimants submit expense reimbursements without entering WFAA funding. Include in the justification notes the amount being charged to WFAA and the name and number of the WFAA account, if known.

B. Entering Foundation Funding Information (Approver Role): e-Reimbursement approvers are responsible for entering WFAA funding information. Claimants, alternates, and auditors do not have this ability.

  1. Access the expense line funding for the expense being charged to WFAA funding.
    1. While in the summary view of an expense reimbursement in your approval queue, click the Expense Details link.
    2. View the expense line funding by expanding the two grey arrows. The first is to the left of the expense date, the second is above “Accounting Details”.
  2. If expense is split between UW funding and WFAA funding, add additional funding lines as needed. Funding lines are added by using the plus sign at the far right end of the funding string (may require using the scroll bar below the funding string).
    1. Expenses must be split at the funding line level within one expense line. Do not enter multiple expense lines for the same expense.
    2. For Hosted Events and Business Meals, alcohol and meal overages must be split onto separate funding lines. Meal expenses which include alcohol and meal overages will have three funding lines.
      1. Portion allowable on UW funding
      2. Alcohol to WFAA
      3. Meal overages charged to WFAA
  3. For WFAA funding lines, change the account code to 6240. Hit tab. Click the “Foundation” link that appears at the far left of the funding string.
    1. UW Fund Account Type: leave as “UW Foundation” unless instructed to change by Athletics Business Office.
    2. UW Foundation Account Number: enter the 9-digit WFAA account number.
    3. Account Description: enter the title of the WFAA account.
    4. Reason for Foundation Use: enter justification for why WFAA funding is appropriate and/or UW funding is not appropriate.
    5. Click “OK”
  4. Enter any other relevant information in the Description box of the expense line. This Description box and the “Reason for Foundation Use” box are the only justifications WFAA has access to when reviewing these expenses.  The billing process may be delayed if necessary information is included elsewhere in the expense reimbursement.

C. Reimbursement Payment: Claimants receive one payment from the University, even for expense reimbursements split between UW and WFAA funding.

D. Billing Process: Accounting Services bills WFAA for their portion of e-Reimbursement payments after the reimbursements have been paid.


IV. Contact Roles and Responsibilities

  1. Claimant/Alternate: Responsible for understanding and complying with Business Meals, Hosted Events, Official Functions and University travel and purchasing polices. Responsible for entering number of attendees and their names and affiliations.  Responsible for retaining all required documentation.
  2. Approver: Responsible for entering WFAA funding information, ensuring amounts split between WFAA and UW funding are accurate, and providing sufficient justification for e-Reimbursement auditors and WFAA personnel to approve expenses.
  3. Accounting Services: Responsible for reviewing WFAA expenses, billing expenses to WFAA and processing payments from WFAA.

 


V. Definitions

  1. Claimant: individual claiming reimbursement for expenses.
  2. Alternate: individual granted authority to enter expense reimbursements on behalf of a claimant.
  3. Approver: the first reviewer of expense reimbursements, also known as “Required Departmental Approver.”
  4. Auditor: the final expense reimbursement reviewer, also known as “Required Final Approver.”
  5. WFAA: Wisconsin Foundation and Alumni Association. WFAA is a separate, non-profit entity which solicits and accepts gifts on behalf of the University and invests and protects those gift funds until needed by the University.
  6. E-Reimbursement: the University’s web-based expense reimbursement submission and review tool.

VI. Related References


VII.  Revisions

Procedure Number 320.8
Date Approved
Revision Dates

 

 

Coming Soon: Purchasing Card Module

Purchasing Cardholders, Site Managers and Divisional Business Office Leadership,

In conjunction with UW System Administration and UW Oshkosh, UW Madison staff have been working to implement the purchasing card module of PeopleSoft (SFS) for purchasing card reconciliation.  This module will replace the use of U.S. Bank’s Access Online for cardholders and site managers and includes benefits for purchasing card users at every level, including cardholders, site managers, Divisional Business Office leadership, program administrators and program auditors:

  • Allows for both cardholder and site manager allocation (currently, only site managers have the ability to allocate purchasing card transactions in Access Online).
  • Decreases the time between when a purchase is made and when the transaction posts to the University’s general ledger.
  • Allows for electronic retention of purchasing card supporting documentation in one system of record.
  • Allows for electronic review and approval of purchasing card transactions and supporting documentation.
  • Decreases administrative burden during post-payment audit process (e.g. Business Services will no longer need to request documentation from site managers for audit).

Timeline: An exact implementation date has not been determined yet as the team is currently in the planning/development stages of the project; however, the goal is to implement the module before the end of the calendar year.

Refresher Training: A decision has been made to postpone the Annual Online Purchasing Card Refresher Training until we can incorporate training for the new module into the course.  All active purchasing cardholders and site managers will be required to complete the course later on this year.

Questions/Comments: Feel free to reach out if you have questions/comments about this project.  Further information will be forthcoming.

Thanks,

Meghann

Meghann Grove
Card Program Manager
UW-Madison
21 N. Park Street, Suite 5301
Madison, WI 53715
(608) 262-3300
Meghann.grove@wisc.edu

Travel cancellation extended through August 17

All UW–Madison sponsored travel is now cancelled through August 17. The measure was extended to the end of June to help keep employees safe during the COVID-19 pandemic.

Domestic travel starting after July 1 may be booked now (or remain booked), if prudent. However, domestic travel plans July 1 and beyond may need to be canceled either due to additional public health or campus travel guidance or financial exigency. At this time, we advise not making reservations for international travel until after August 17.

In limited cases, academic deans or vice chancellors may approve travel during this travel ban.  Employees seeking an exception to the travel order will need to download and complete the Essential Travel Exemption Form. Following division leadership approval, these forms should be submitted to Dan Langer at dan.langer@wisc.edu.

Travel Exemption Requests

University leadership has determined the current ban for University travel be extended to August 17, 2020, and no University travel can be booked regardless of the dates of travel.  Accordingly, the Concur website has been disabled for travel booking but can still be used for canceling travel originally booked through Concur.  Also, travel not booked in Concur can be canceled by contacting an Agent at Fox World Travel 866-230-8787.  Any employees who want to request an exemption to the travel ban, must submit a request using the Essential Travel form to be approved by your Dean or Vice Chancellor.  The approved form should be forwarded to Dan Langer in Business Services (dan.langer@wisc.edu) for final campus approval.  If approved, the travel can be booked by contacting an Agent at Fox World Travel 866-230-8787.  Prior to requesting an exemption, please review the language below for what is considered essential travel for UW-Madison at this time:

  • For purposes of this interim guidance, essential travel is defined as supporting activities that support, further, or execute research or clinical operations specific to human health and medical outcomes, cannot be rescheduled, and must be done in person.

For questions related to the essential travel exemption request process please contact Rusty Haines at rusty.haines@wisc.edu

Purchasing Low-Dollar Office Supplies while Telecommuting

While most UW-Madison employees are now working remotely, it is understood there may be a need for low-dollar, office supply-type purchases at remote work locations. Employees may purchase necessary supplies from alternate resources and have the supplies shipped directly to their remote work location with prior documented approval from their immediate supervisor. Use of the purchasing card or reimbursement to an employee are acceptable payment methods. Employees are expected to use best-judgment and reason and continue to be good stewards of University resources during this unusual time.

Blanket Business Case Exceptions related to COVID-19

Effective March 12, 2020, the State Bureau of Procurement (SBOP) implemented a blanket business case exception for those products needed to support agency preparedness measures in response to COVID-19. This blanket business case exception applies to the following contracts and for those products (i.e. hand sanitizer, disinfecting wipes, face masks, etc.) that are unavailable due to short supply or significant lead times:

  • Office Supplies (505ENT-M19-OFFSUPPLY-01)
  • Cleaning Chemicals (505ENT-M16-CLEANGCHEMS-00)
  • Medical Supplies (505ENT-M19-MEDICALSUP-00)
  • Maintenance Repair and Operations (505ENT-M19-FACILITMRO-00)

This business case exemption does not waive procurement rules for purchases over $5000 nor for items that are still readily available through the contracted supplier. With this business case exception, end users can purchase needed items from any available source without having to first use the State’s mandatory contract. This blanket business case exception will remain in effect until products are again available through mandatory contracts in the quantities and delivery times required by the contract or until determined by SBOP.

If you have any questions, please feel free to contact Meghann Grove.

Meghann Grove
Card Program Manager
UW-Madison
Meghann.grove@wisc.edu

Purchasing Card News – November 2019


Spread the Word!

This communication was distributed to the UW-Madison Purchasing Card Site Manager list.  To ensure our users stay informed, please forward this email to your cardholders and other staff as appropriate.  We appreciate your assistance!

2019 Purchasing Card Refresher Training Deadline Approaching

As a reminder, the deadline for completing the 2019 Online Annual Purchasing Card Refresher training is November 30, 2019.  As of October 28, 2019, 59% of cardholders and 79% of site managers have met the training requirement.  Additional reminders will be communicated to remaining cardholders and site managers throughout the month.  The 2019 Purchasing Card Online Refresher Training may be accessed here.

Gift Card Scam

Multiple UW-Madison purchasing cardholders have been victims of an email scam intended to steal funds from the University in the form of gift cards.  The scammers obtain the names and email addresses of UW employees and use them to contact other employees.  These emails, which appear to come from an employee’s supervisor, request the employee purchase several hundred dollars’ worth of gift cards (e.g. Amazon, Target, Apple) and to deliver the card numbers to the scammer via email or text message.  Cardholders can identify the scam and avoid becoming a victim by noting the following:

  • First, if you receive a request from your supervisor requesting you to purchase gift cards, consider whether this is an unusual request for your supervisor to make. If so, confirm with your supervisor verbally prior to proceeding with the purchase.
  • Next, review the sender’s information. Who is the email actually from?  The sender’s email address may appear to be your supervisor’s @wisc.edu address; however, if you hover over it with your cursor, the actual email address will display.  Is it still your supervisor’s email?  Or something generic?
  • Next, review the content of the email and be on the lookout for the following:
    • Urgency: The email conveys a great sense of urgency. The scammer starts the conversation by asking if the employee is busy and if they can do them a favor.  After receiving a response from the employee, the scammer requests the gift cards, noting the cards are needed immediately.  Throughout any additional conversation, the scammer continues to use language conveying a need to purchase and deliver the gift cards as soon as possible (e.g. “Can you quickly pick them up this morning?” “Can you do that right away?” “Let me know as soon as you have them.” “Do you have the gift cards with you now?” “Just send me the codes once you have them, I was supposed to send them out already.” “Can you get this done within the hour?”
    • Secrecy: The email may request the employee keep the purchase private (e.g. “I’d want you to keep it between us…”
    • Grammatical Errors: The email contains numerous grammatical errors or unusual wording (e.g. I will like you to take pictures of each cards.”)
  • Finally, consider Policy 350 – Gift Cards, which requires Divisional Business Office approval prior to making any gift card purchase and limits the dollar value of gift cards purchased with the purchasing card to $25. This policy applies regardless of who the requestor is.

Due to the upcoming holidays, it is reasonable to anticipate an increase in scams such as this.  Please be aware and proceed with caution.

Paying an Internal Vendor

In an effort to reduce transaction processing fees charged to UW-Madison vendors, Procedure 300.2 – Purchasing Card Use & Account Management encourages cardholders to limit the use of the purchasing card when making internal payments.  The following internal vendors have recently modified their business practices to accept funding string payments from departments in lieu of the purchasing card:

Please modify business practices when making purchases to these and other UW-Madison departments.

Prohibited Vendor:  Huawei

Security concerns have been raised by U.S. federal agencies regarding the practices of the foreign company Huawei and its subsidiaries.  Based on these concerns, the University has decided to not allow any new sponsored research projects, other contracts or purchases from these vendors.  For more information and a list of subsidiaries, click here.

Purchasing Card 2020 Calendars

The 2020 Cardholder Calendar and the 2020 Site Manager Calendar are now available on the Business Services website.

Questions?

If you have questions, please contact pcard@bussvc.wisc.edu.

Purchasing Card News – September 2019

September 2019


Spread the Word!

This communication was distributed to the UW-Madison Purchasing Card Site Manager list.  To ensure our users stay informed, please forward this email to your cardholders and other staff as appropriate.  We appreciate your assistance!

2019 Purchasing Card Refresher Training

Each year, all purchasing cardholders and site managers are required to complete an online refresher training in order to maintain eligibility for the purchasing card program.  The 2019 Purchasing Card Online Refresher Training was distributed to site managers on September 3, 2019 with instructions to forward to their cardholders.  Backup site managers are not required to complete the training, but are welcome to do so if desired.  The deadline for completing the training is November 30, 2019.  Completion updates will be sent regularly.

Please access the 2019 Purchasing Card Online Refresher Training here.

Shop@UW:  Apple Punch-out Site Available

A new Apple punch-out site is available to Shop@UW customers as of September 1, 2019.  Similar to other punch-out pages, the Apple punch-out combines the usability of Apple’s commercial webpage with UW specific pricing and consolidated direct billing.  For more information, please see the Apple FAQ.  If you have any questions about the new punch-out, please contact shopuw@bussvc.wisc.edu.

UWSA Continuous Purchasing Card Audit

The UW System Administration Department of Internal Audit has completed another round of testing.  This review included 133 purchasing card transactions totaling $340K posted between 12/29/2018 and 06/28/2019.  The audit resulted in the issuance of 4 compliance warnings.  UW-Madison Accounting Services has been tracking audit data since the implementation of the warning/revocation policy in May 2017.  Over the course of two years, the top four audit finding categories are:

  1. Personal Purchases: 59 instances
  2. Lack of Adequate Business Purpose: 49 instances
  3. Policy Violation (e.g. travel policy, gift card policy, business meals policy): 18 instances
  4. Cardholder/Site Manager Approval (e.g. missing signatures/dates): 17 instances

UW-Madison Accounting Services has issued a total of 159 warnings and revoked 6 purchasing cards.

Questions?

If you have questions, please contact pcard@bussvc.wisc.edu.

323 Relocation

The purpose of this policy is to define and establish University of Wisconsin-Madison requirements for the procurement and payment of household relocation costs and costs associated with temporary and indefinite work assignments.

UW-Madison Administrative Policy
Policy # 323

Effective Date: Jan 1, 2018
Last Updated: Jan 1, 2018
Last Reviewed: July 1, 2019
Next Review: Jan 1, 2020

Functional Owner: Controller, Division of Business Services, Dan Langer
Executive Sponsor: Controller, Division of Business Services, Dan Langer
Policy Contact: Travelers and departmental staff should contact their respective Divisional Business Office for policy questions. Divisional Business Offices may e-mail uwtravel@bussvc.wisc.edu with questions.


Policy Summary

The purpose of this policy is to define and establish University of Wisconsin-Madison requirements for the procurement and payment of household relocation costs and costs associated with temporary and indefinite work assignments.


Who This Policy Applies To

This policy applies to all faculty and staff when relocation and related travel costs are funded in full or part by the University or when temporary or indefinite work assignments are made.


Rationale

It is the policy of the University of Wisconsin Madison to allow institutions to reimburse relocation, related travel and temporary lodging expenses for new and presently employed personnel assigned to new locations by transfer or promotion, in accordance with IRS regulations. This policy identifies allowable expenses related to relocation and temporary or indefinite work assignment away from the employee’s headquarters’ location.


Policy Detail

Relocation expenses for employees may be provided dependent upon availability of funding. The approving authority and the following policy provisions will determine the total amount provided for relocation.

I.Taxable Reimbursement. In accordance with IRS regulations, effective January 1, 2018, the reimbursement or payment of any relocation costs under this policy are considered taxable income and subject to applicable income and employment taxes.

II. Eligibility. At the discretion of each UW institution, reimbursement of relocation expenses may be authorized for new or presently employed employees assigned to new locations by transfer or promotion. Reimbursement is not authorized for employees appointed as University Staff Temporary (formerly limited term employees (LTEs)).

Reimbursement of expenses or payment of an Employee Relocation Award is mandatory when the appointing authority requires the employee to change residence location because the employee is ordered to relocate or is promoted to a different position within University of Wisconsin-Madison, and the appointing authority determines the relocation or promotion requires the employee to change residence. It should be determined whether it is in the best interest of the University to provide payment or reimbursement for relocation and travel expenses. The following circumstances should be considered:

  • Are the individual’s skills in critically short supply? If yes, is payment usually available from competing employers?
  • Is the labor market tight for this particular position?
  • Does the individual rank above all other candidates in a combination of training, experience, and personal qualities?
  • Will the best qualified individual for the position be unable to accept the institution’s offer for financial reasons unless relocation expenses are paid?

Other eligibility considerations:

  • Payment or reimbursement is on a permissive basis, at the discretion of the new Appointing Authority, for an employee who requests a transfer or demotion and relocates as a result.
  • Payment or reimbursement is on a permissive basis, at the discretion of the Appointing Authority, for an employee reporting to their first place of employment at the University of Wisconsin- Madison or reporting upon reemployment after leaving the University of Wisconsin- Madison.
  • Payment or reimbursement is on a permissive basis, at the discretion of the Appointing Authority, if the distance between the new place of employment and the old residence is at least 35 miles farther than the distance between the former place of employment and the former residence, and the distance between the new and former residence is at least 35 miles. If the appointing authority determines a relocation is a mandatory condition of employment, the minimum distance requirements are not applicable.
  • No more than two relocations may be reimbursed to an employee in a calendar year.
  • Unless otherwise authorized by the Appointing Authority, to be eligible for relocation payment or reimbursement, the employee must move no later than one year from the effective date of the appointment or the end of probation, whichever is later.

III.Reimbursement or Payment of Relocation Costs. An Employee may be paid an Employee Relocation Award for costs associated with a relocation. An Employee Relocation Award is a lump sum, one-time, tax reportable payment to an employee in lieu of reimbursing the employee’s expenses or directly paying vendors for the costs associated with the employee’s relocation including travel costs and temporary lodging. The intent is the Employee Relocation Award to be the only payment made by the University related to the employee’s relocation. An Employee Relocation Award is made through the University’s reimbursement process not more than 30 days in advance of the employee’s relocation (move) date. The payment of an Employee Relocation Award does not require receipts; but instead requires the Relocation Authorization Letter (See Section 6, University’s Responsibility below) be attached to the reimbursement request.

OR, the University may reimburse or pay the direct costs associated with the relocation, including the costs associated with self-moves, such as truck/trailer and containers, or a commercial moving carrier’s van line service. If self-move is selected, neither the employee nor the employee’s spouse or dependents may be reimbursed for their labor.

Allowable costs associated with the relocation may be reimbursed to the employee or, at the discretion of the institution, paid directly to the commercial carrier upon pre-audit of all invoices and receipts. When payment is made directly to the carrier, sales tax, which may be assessed on containers, must be deducted. The employee must substantiate all costs with an itemized bill of lading and paid receipts for direct costs.

A non-inclusive list of indirect costs that will not be paid include expenses related to house-hunting; the moving of goods not considered household goods such as farm equipment, livestock, motorcycles, automobiles, recreational vehicles, and pets; the moving of swing sets, jungle gyms, and other similar outdoor items and third party services for disassembly or assembly of these items; and storage for more than 30 days or any storage that is at the convenience of the employee. Please see the Relocation Expenses Chart.

The University may reimburse the transportation costs of the employee and immediate family. For moves within the continental United States, the amount of reimbursement for transporting the employee and immediate family members from the former residence to the new place of residence may not exceed the cost of one-way mileage for one automobile at the standard mileage reimbursement rate. The maximum allowable mileage reimbursement shall be based on one-way mileage using the most direct route. MapQuest and Google Maps are the standard tools for calculating mileage.

For moves to or from the continental United States, the cost of one-way airfare for the employee and immediate family members may be paid or reimbursed in lieu of mileage. Airfare must be purchased in accordance with Policy 311 – Air Travel.

IV.Temporary Lodging in Connection with a Household Move. An Approving Authority may authorize payment of temporary lodging for up to 45 days to an employee. Temporary lodging will be authorized only where circumstances require the employee to establish a temporary residence for reasons such as the temporary need to maintain domiciles in the old and new locations or where permanent housing is temporarily not available upon moving to the new headquarter location. The days for which temporary lodging allowance is provided need not be consecutive. Therefore, it is possible for the 45 days of temporary lodging reimbursement to extend over a period of time greater than 45 calendar days. All temporary lodging must be reserved and paid for in accordance with Policy 312 – Lodging at a rate not to exceed the University’s maximum for the location and dates of stay.

The designated headquarters city of an employee must be established and changed at the time the employee begins employment at the new location.

V.Piecemeal Moves. If an Employee Relocation Award is not paid the Approving Authority may approve reimbursement for piecemeal moves necessary to transport the employee’s household goods from the former residence to the new residence. The total cumulative reimbursed cost of moving household effects on a piecemeal basis may not exceed the amount which would have been charged if the relocation had been accomplished in one trip. To make that determination, an estimate showing the cost to accomplish the move in one trip must be obtained.

VI.Temporary or Indefinite Work Assignments. Reimbursements of expenses for “temporary” assignments away from the tax home are generally not taxable to the employee as this is considered travel. If the assignment is “indefinite,” the employee is considered to have moved his/her tax home to the new headquarter location. Reimbursements of expenses for “indefinite” travel are taxable.

The Internal Revenue Service looks at all facts to determine whether the travel assignment was intended to be temporary or indefinite. ( Rul. 93-86; Rev. Rul. 99-7). The table below provides a brief summary of temporary and indefinite travel assignments. Examples provided within the IRS regulations can be found in the document titled When “Temporary” Travel Assignments Become “Indefinite.”

Departments/Divisions should contact their Human Resources Offices to ensure appropriate approvals, accounting and tax related issues are addressed and in place prior to the starting date of the temporary assignment.

Departments/Divisions should account for each temporary assignment as a separate contract and use appropriate processing procedures (e.g., requisitions, billing).

University of Wisconsin-Madison employees on assignment to another agency or institution may be eligible to receive supplemental compensation in lieu of reimbursement to employees for meals, lodging, and transportation expenses, which may be paid directly to the employee with required deductions made or transferred for payment to University of Wisconsin-Madison.

Supplemental compensation for periods exceeding a one-year period will become taxable to the recipient at the time the University knows the agreement will exceed one year.

In the event that assignments change from temporary to indefinite, or indefinite to temporary, triggering a change in tax-ability to the employee, the institution’s Office of Human Resources must work with the UW System Service Center to ensure proper coding and tax treatment.


Consequences for Noncompliance

Failure to comply with UW-Madison Travel Policy or Procedures may result in disciplinary steps, up to and including dismissal.


Definitions

  1. Allowable Costs: Costs for which a relocating employee may be reimbursed under this policy.
  2. Appointing Authority: Chancellor of the UW Madison, or formally delegated designee.
  3. Approving Authority: Vice Chancellor, formally delegated division dean or director who approves expense reimbursements for relocation or temporary work assignments.
  4. Authorization Letter: A letter that specifically outlines and approves university funding for relocation expense types and amounts, including Employee Relocation Awards. The Authorization Letter must provide a maximum, not to exceed amount for the cost of the relocation.
  5. Direct Costs: Costs attributed to the relocation of household goods.
  6. Employee: Any individual who holds a faculty, academic staff, university staff, or limited appointment with any UW System institution.
  7. Headquarter Location: The official location where the employee’s work is performed on a permanent basis. Typically the campus or institution office.
  8. Indirect Costs: Costs related to the relocation process excluding transportation and temporary lodging.
  9. Employee Relocation Award: Tax-reportable payment to employee for relocation costs intended to represent the total relocation cost amount paid to the employee.
  10. Tax Home: The city or general vicinity where an employee’s primary place of business or work is located, regardless of the location of the employee’s residence. Tax home has an effect on the employee’s tax deductions for business travel.

Responsibilities

Approving Authority:  Prior to the move, the Approving Authority must authorize in writing the payment of an Employee Relocation Award, reimbursement for or direct payment of relocation costs, or temporary lodging expenses. Written approval is required prior to authorizing reimbursements to the employee.

When approving relocation expenses, the Approving Authority must review and approve the following information on a Relocation Authorization Letter using University letterhead:

  • Name of relocating employee
  • Reason for the move
  • Position
  • Specific amount of relocation funding for any of the following line items offered:
    • Employee Relocation Award and whether the Employee Relocation Award represents the maximum amount to be paid to the employee for the relocation
    • Direct Cost to be reimbursed related to commercial move services or self-move rental/supplies for the transportation of household goods
    • Transportation for the employee and immediate family
    • Temporary Lodging, including the number of days at a rate no greater than the University lodging maximum for the location and the rationale for providing temporary lodging

When approval for relocation expenses is granted, the Approving Authority must provide the relocating employee a copy of the Authorization Letter. The Authorization Letter must be attached to any relocation related request for payment or reimbursement.

Employee/Recipient:  Employees are responsible for completing the following tasks, as applicable, to be eligible for relocation payment or reimbursement:

  • Obtain the Authorization Letter from the hiring department. The letter approves the payment of the relocation expenses and also outlines the amount of funding. This documentation and any required receipts must be submitted to support payment or reimbursement of relocation costs.
  • Unless an Employee Relocation Award intended to cover all costs of the relocation is paid to the employee, or the employee chooses a self-move, the employee can use an approved commercial carrier for the relocation. UW System has a contract with corporate moving companies for substantially reduced rates. Please see the Employee Relocation Guide. If the employee elects not to use a contract vendor, the employee may select any carrier, but payment/reimbursement is limited to the lowest of three estimates, one of which must be from one of the UW contract carriers. The Contracted commercial carriers serve local, domestic and international move needs. Employees that are relocating should contact the commercial carriers far in advance to obtain quotes and schedule a move date.
  • Employees are advised that any piecemeal move (a move that requires more than a single trip) that the cumulative cost of moving household goods on a piecemeal basis may not exceed the amount which would have been charged if the relocation had been accomplished in one trip. To make that determination, an estimate from the contract commercial carrier showing the cost to accomplish the move in one trip must be obtained.
  • Work with the hiring department on all payment and reimbursement requirements.
  • Discuss the payment of an Employee Relocation Award for moving costs early with the hiring department.
  • Unless an Employee Relocation Award intended to cover all costs of the relocation is paid, airfare or temporary lodging must be reserved through the University’s travel program and using UW contract properties and pricing when available. Please see Policy 311 – Airfare and Policy 312 – Lodging.

Link to Related Policies


Revisions

Policy Number: 330
Date Approved: July 1, 2019
Revision Dates:

321.2 How to Approve and Reconcile a Cash Advance (Approver/Auditor Procedures)

321.2 How to Approve and Reconcile a Cash Advance (Approver/Auditor Procedures)

How to Obtain and Reconcile a Cash Advance (Traveler Procedures)
Procedure # 321.2
Rev.: 1
Effective Date: October 10, 2018

Related Policy: 321 -Cash Advances
Functional Owner: Accounting Services, Business Services
Contact: Expense Reimbursement Program Manager – Graig Brooks (608) 262-8691


Contents

I. Procedure Statement
II. Who is Affected by this Procedure
III. Procedure
IV. Contact Roles and Responsibilities
V. Definitions
VI. Related References
VII. Revisions


I. Procedure Statement

Employees must first be approved by their Dean’s/Divisional Business Office and their profiles must be activated by Business Services before requesting Cash Advances.  Cash Advance requests are submitted through e-Reimbursement.  Employees must fully reconcile Cash Advances within 30 days of the end of the trip.


II. Who is affected by this Procedure

e-Reimbursement Approvers and Auditors


III. Procedure

A. Pre-Approval: Prior to advancement, a Cash Advance Activation Request Form must be submitted to Business Services.  This form must be approved by the Department and Division.  Once the form has been submitted and the traveler’s profile has been activated, the traveler can request a Cash Advance.  Once activated, the traveler’s profile is permanently activated unless the Department or Division specifically requests a traveler to be deactivated.

B. Cash Advance Approval: Cash Advances are approved by an Approver and Auditor.  They appear in Approver/Auditor queues with Expense Reimbursements.  The level of detail required in a Cash Advance is determined by the department and division.

C. Reconciliation: Cash Advances must be fully reconciled within 30 days of the end of the trip.

  1. Traveler Submits Expense Reimbursement: Travelers must submit an Expense Reimbursement to account for the use of advanced funds.  Expenses post to the general ledger after the Expense Reimbursement is approved; expenses do not post when the Cash Advance is approved.
  2. Refund of Excess Advanced Funds: Travelers must promptly refund any unused advanced funds to the University.  Deposits must be made to the funding used in the Cash Advance.
    • Identify the funding string used on the Cash Advance:
      • Sign into WISDM.
      • Navigate to Main Menu > Other > Transaction Search.
      • Complete the search criteria as follows:
        • Select the Fiscal Year and Accounting Period in which the Cash Advance was paid.
        • Change the Dept drop-down menu to starts with and enter the traveler’s Division code (e.g. 48 for L&S).
        • Change the Account drop-down menu to is exactly and enter account code 6166.
        • Change the Description drop-down menu to is exactly and enter the traveler’s Employee ID.
        • Check the Show Balance Account
    • Click Submit.
    • Find the original cash advance payment by locating the Cash Advance ID in the Jrnl Line Ref column and the total sum of the cash advance in the Monetary Amt column. Use this funding string to deposit the refund payment.
  • Submit a Check Deposit Form
      1. Use the funding string identified in the step above.

3.Auditor Reconciliation: The Auditor of the Cash Advance request must reconcile the deposit in e-Reimbursement to fully close the Cash Advance.  The refund check must have been deposited prior to the Auditor’s reconciliation.

    1. Sign into e-Reimbursement, click the Expenses WorkCenter tile.
    2. Select Reconcile Cash Advance from the Cash Advance submenu. Select the proper Cash Advance from the list.
    3. Enter the check number and the amount of refunds received. Click Reconcile.

IV. Contact Roles and Responsibilities

A. Travelers – Travelers are responsible for reconciling Cash Advances within 30 days of the end of the trip. Travelers must not seek excessive Cash Advances and must refund any excess advancements promptly.  Advanced funds must be used prudently and in accordance with UW travel and purchasing policies.  Travelers are responsible for submitting Cash Advance requests in a timely enough fashion to allow for approvals and payment.

B. Approver – Upon submission, Cash Advance requests are first reviewed by an Approver. Approvers are responsible for reviewing supporting documentation, for reviewing Cash Advances for policy compliance, and for reviewing the funding being charged.

C. Auditor – All Cash Advances are reviewed by an Auditor after the Approver. Auditors are responsible for reviewing Cash Advances for policy compliance.  Auditors are responsible for reconciling refunded payments related to Cash Advances.


V. Definitions

A.Cash Advance – an Expense Report seeking a monetary advancement prior to a trip.

B.Expense Reimbursement – an Expense Report seeking reimbursement for out-of-pocket expenses. Expense Reimbursements must be done to account for use of advanced funds.


VI. Related References


VII. Revisions

Procedure Number

321.2

Date Approved

October 1, 2018

Revision Dates

7/23/19

Updated instructions for depositing refund checks