Missing Receipt Form
Missing Receipt Form
Missing Receipt Form
All Expense Reimbursements must be submitted within 90 days. Divisional approving authorities can approve payments submitted after 90 days by attaching a signed approval form to the Expense Reimbursement. Upon approval, these Expense Reimbursements are reviewed by Accounting Services and reported as taxable income to the recipient unless the documented circumstances surrounding the Expense Reimbursement made timely submission impossible.
How to Process an Expense Reimbursement not in Compliance with the University’s Accountable Plan Procedure
Procedure #3024.7
Rev.: 1
Effective Date: May 8, 2017
Related Policy: UW-3024 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Allie Demet, expensereimbursement@bussvc.wisc.edu, (608) 263-3525
I. Procedure statement
II. Who is affected by this procedure
III. Procedure
IV. Contact roles and responsibilities
V. Definitions
VI. Related references
VII. Revisions
All expense reimbursements must be submitted within 90 days. Divisional approving authorities can approve payments submitted after 90 days by attaching a signed approval form to the expense reimbursement. Upon approval, these expense reimbursements are reviewed by Accounting Services and reported as taxable income to the recipient unless the documented circumstances surrounding the expense reimbursement made timely submission impossible.
Employees who seek reimbursement for out-of-pocket or Corporate Card expenses; alternates who prepare expense reimbursements in eReimbursement; Approvers and Auditors; Divisional Business Officers and others who have approval authority.
For extenuating circumstances, Deans, Divisional Dean’s Office Directors, or Divisional Business Office Leadership have the authority to grant exceptions for employees to allow for expense reimbursement, under the Accountable Plan, if Expense Reimbursements are submitted later than 90 days. Extenuating circumstances for employees may be defined as a serious illness or other unforeseen emergency out of the control of the employee. Employee negligence is not considered an extenuating circumstance. Employees are not entitled to reimbursement after 90 days. Reimbursements requests should be denied without documented extenuating circumstances.
Expense Reimbursements cannot be submitted for non-employees after 90 days. These payments must be processed on Payment to Individual Reports and will be taxable to the recipients.
Procedure Number | 3024.7 |
Date Approved | May 8, 2017 |
Revision Dates | Jan. 19, 2021 – Updated Procedure Number to 3024.7 from 320.7 |
Expense Reimbursements are routed for approval based on the department code used in the funding string(s). Division Coordinators request updates to the approval matrix as needed.
How to Update Approver and Auditor Roles in e-Reimbursement Procedure
Procedure # 3024.6
Rev.: 1
Effective Date: May 8, 2017
Related Policy: UW-3024 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Allie Demet, expensereimbursement@bussvc.wisc.edu, (608) 263-3525
I. Procedure statement
II. Who is affected by this procedure
III. Procedure
IV. Contact roles and responsibilities
V. Definitions
VI. Related references
VII. Revisions
Expense Reimbursements are routed for approval based on the department code used in the funding string(s). Division Coordinators request updates to the approval matrix as needed.
e-Reimbursement Approvers and Auditors; Division Coordinators
Division Coordinators may request a complete listing of the Approvers, Auditors and Backup Auditors from Accounting Services by emailing expensereimbursement@bussvc.wisc.edu. Include all six-digit department code ranges for those you are requesting (e.g. “Please send me an updated approval matrix for 48xxxx”).
Return the approval matrix spreadsheet to expensereimbursement@bussvc.wisc.edu noting which changes are to be made. All requests must be made by a Division Coordinator.
Employees serving in any approval role must have taken Expense Reimbursement for Approvers/Auditors – Beginner Level training.
Procedure Number | 3024.6 |
Date Approved | May 8, 2017 |
Revision Dates | Jan. 19, 2021 – Updated Procedure Number to 3024.6 from 320.6 |
Non-employees are reimbursed for out-of-pocket travel expenses through e-Reimbursement. Expense Reimbursements for non-employees must be created and submitted by Alternates. Non-employees are paid via paper check unless they are setup to receive a wire transfer.Non-employee Profile Setup Forms are routed through the Dean’s Office or Divisional Business Office to the UW-Madison Travel Office. Alternates are notified via email when the non-employee profile is complete and they can being preparing Expense Reimbursements.Non-employees are subject to the same travel and reimbursement policies as employees.
How to Reimburse Non-Employees Procedure
Procedure # 3024.5
Rev.: 1
Effective Date: May 8, 2017
Related Policy: UW-3024 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Allie Demet, expensereimbursement@bussvc.wisc.edu, (608) 263-3525
I. Procedure statement
II. Who is affected by this procedure
III. Procedure
IV. Contact roles and responsibilities
V. Definitions
VI. Related references
VII. Revisions
Non-employees are reimbursed for out-of-pocket travel expenses through e-Reimbursement. Expense Reimbursements for non-employees must be created and submitted by Alternates. Non-employees are paid via paper check unless they are setup to receive a wire transfer.
Non-employee Profile Setup Forms are created in SFS/e-Reimbursement and routed to the UW–Madison Travel Office. Alternates are notified via email when the non-employee profile is complete and they can begin preparing Expense Reimbursements.
Non-employees are subject to the same travel and reimbursement policies as employees.
Before requesting a new non-employee profile, check if one already exists for the recipient. If one does exist, use this search to find the non-employee ID and ensure the recipient’s address is correct.
Non-employee profiles do not expire. The same non-employee profile should be used for the same recipient, even if it was originally setup by a different department. Avoid creating duplicate non-employee profiles for the same person.
Expense Reimbursements for non-employees are submitted through e-Reimbursement. Non-employee reimbursements are created and submitted by employees serving as their Alternate.
Non-employee payments must be made via wire transfer when the address is outside of the United State or Canada.
Procedure Number | 3024.5 |
Date Approved | May 8, 2017 |
Revision Dates | Dec. 6, 2019 – Updated links Jan. 19, 2021 – Updated Procedure Number to 3024.5 from 320.5 |
The My Corporate Card is a personal-liability credit card that can be used to pay for UW business-related expenses. Purchases made using My Corporate Card appear in the user’s My Wallet in e-Reimbursement. This procedure details how to use e-Reimbursement to account for your My Corporate Card activity.
Working with My Corporate Card and My Wallet Procedure
Procedure # 3024.4
Rev.:
Effective Date:
Related Policy: UW-3024 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Allie Demet, expensereimbursement@bussvc.wisc.edu, (608) 263-3525
I. Procedure statement
II. Who is affected by this procedure
III. Procedure
IV. Contact roles and responsibilities
V. Definitions
VI. Related references
VII. Revisions
The My Corporate Card is a personal-liability credit card that can be used to pay for UW business-related expenses. Purchases made using My Corporate Card appear in the user’s My Wallet in e-Reimbursement. This procedure details how to use e-Reimbursement to account for your My Corporate Card activity.
Procedure Number | 3024.4 |
Date Approved | |
Revision Dates | Jan. 19, 2021 – Updated Procedure Number to 3024.4 from 320.4 |
Payments are processed within 3-5 business days of an Expense Reimbursement’s final approval. Employees who receive their paychecks via direct deposit will receive their reimbursement payments via direct deposit as well. The payment will be a separate deposit from the employee’s regular paycheck. Non-employees and employees who do not have direct deposit will receive a check in the mail.
Receiving my Reimbursement Payment Procedure
Procedure #3024.3
Rev.: 1
Effective Date: May 8, 2017
Related Policy: UW-3024 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Allie Demet, expensereimbursement@bussvc.wisc.edu, (608) 263-3525
I. Procedure statement
II. Who is affected by this procedure
III. Procedure
IV. Contact roles and responsibilities
V. Definitions
VI. Related references
VII. Revisions
Payments are processed within 3-5 business days of an Expense Reimbursement’s final approval. Employees who receive their paychecks via direct deposit will receive their reimbursement payments via direct deposit as well. The payment will be a separate deposit from the employee’s regular paycheck. Non-employees and employees who do not have direct deposit will receive a check in the mail.
Payments made via check can be cancelled and reissued by filling out a Check Action Form. To allow time for the check to arrive, Check Action Forms can only be submitted at least 30 days after the payment date.
A. Traveler (employee)/Claimant/Recipient – the person receiving reimbursement. Employees are responsible for submitting their own Expense Reimbursements in a timely fashion and following all applicable UW travel policies. An employee may assign an Alternate to create and modify an Expense Reimbursement on their behalf, but the Employee is ultimately responsible for submitting their own Expense Reimbursements.
B. Approver – Upon submission, Expense Reimbursements are first reviewed by an Approver. Approvers are responsible for reviewing supporting documentation, reviewing Expense Reimbursements for policy compliance, and reviewing funding being charged.
C. Auditor – Expense Reimbursements are reviewed by an Auditor after the Approver. Auditors are responsible for reviewing Expense Reimbursements for policy compliance.
Procedure Number | 3024.3 |
Date Approved | May 8, 2017 |
Revision Dates | Jan. 19, 2021 – Updated Procedure Number to 3024.3 from 320.3 |
Alternates can create Expense Reimbursements on behalf of employees and non-employees and can submit Expense Reimbursements on behalf of non-employees and recently-terminated employees. Current employees must submit their own Expense Reimbursements, even if they were created by an Alternate.
How to Assign an Alternate Procedure
Procedure #3024.2
Rev.: 1
Effective Date: May 8, 2017
Related Policy: UW-3024 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Allie Demet, expensereimbursement@bussvc.wisc.edu, (608) 263-3525
I. Procedure statement
II. Who is affected by this procedure
III. Procedure
IV. Contact roles and responsibilities
V. Definitions
VI. Related references
VII. Revisions
Alternates can create Expense Reimbursements on behalf of employees and non-employees and can submit Expense Reimbursements on behalf of non-employees and recently-terminated employees. Current employees must submit their own Expense Reimbursements, even if they were created by an Alternate.
Current employees are responsible for adding and deleting their own Alternates. The UW-Madison Travel Office will not assign Alternates for current employees.
Employees who seek reimbursement for out-of-pocket or Corporate Card expenses; alternates who prepare expense reimbursements in e-Reimbursement.
Terminated employees can be reimbursed using their employee ID for up to 365 days after their termination date. Alternates must contact the UW-Madison Travel Office to be granted access to submit Expense Reimbursements for recently-terminated employees.
A. Traveler (employee)/Claimant/Recipient – the person receiving reimbursement. Employees are responsible for submitting their own Expense Reimbursements in a timely fashion and following all applicable UW travel policies. An employee may assign an Alternate to create and modify an Expense Reimbursement on their behalf, but the Employee is ultimately responsible for submitting their own Expense Reimbursements.
B. Alternate – responsible for creating and submitting Expense Reimbursements on behalf of others. Employees who seek reimbursement can assign an Alternate to create and modify Expense Reimbursements for them, but the Employee must submit their own. Expense Reimbursements for Non-Employees or recently-terminated Employees are created and submitted by Alternates.
C. Division Coordinator – responsible for submitting Non-Employee Profile Setup Forms and Non-Employee Profile Change Requests.
Procedure Number | 3024.2 |
Date Approved | May 8, 2017 |
Revision Dates | Jan. 19, 2021 – Updated Procedure Number to 3024.2 from 320.2 |
Creating and Submitting an Expense Reimbursement in e-Reimbursement Procedure
Creating and Submitting an Expense Reimbursement in e-Reimbursement Procedure
Procedure #3024.1
Effective Date: July 1, 2019
Related Policy: UW-3024 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Allie Demet, expensereimbursement@bussvc.wisc.edu, (608) 263-3525
I. Procedure statement
II. Who is affected by this procedure
III. Procedure
IV. Contact roles and responsibilities
V. Definitions
VI. Appendix
VII. Related references
VIII. Revisions
All payments made to employees and non-employees for reimbursement of out-of-pocket expenses must be prepared using e-Reimbursement. All Expense Reimbursements are reviewed by an Approver and Auditor prior to payment. Routing is determined by the department code used in the funding string(s).
Employees have the option to delegate an Alternate who can create and modify Expense Reimbursements on their behalf. Whether or not an Alternate is used, it is the employee’s responsibility to ensure Expense Reimbursements are submitted on time and in compliance with University travel and purchasing policies.
This document details the required procedures for submitting an Expense Reimbursement. For a complete how-to guide, visit the Expense Reimbursement website.
Employees who seek reimbursement for out-of-pocket or Corporate Card expenses; Alternates who prepare Expense Reimbursements.
Sign into e-Reimbursement. Click the Expenses tile, then Create Expense Report.
A. General Information: The first page is the General Information page, also commonly referred to as the header information. Information entered here applies to the entire Expense Reimbursement.
B. Expense Entry: This section is where users enter the details of their expenses.
C. Review and Submit – Alternates and travelers must ensure the accuracy of the Expense Reimbursement prior to submission.
A. Traveler (employee)/Claimant/Recipient: the person receiving reimbursement. Employees are responsible for submitting their own Expense Reimbursements in a timely fashion and following all applicable UW travel policies. An employee may assign an Alternate to create and modify an Expense Reimbursement on their behalf, but the Employee is ultimately responsible for submitting their own Expense Reimbursements.
B. Alternate: responsible for creating and submitting Expense Reimbursements on behalf of others. Employees who seek reimbursement can assign an Alternate to create and modify Expense Reimbursements for them, but the Employee must submit their own. Expense Reimbursements for Non-Employees or recently-terminated Employees are created and submitted by Alternates.
C. Approver: Upon submission, Expense Reimbursements are first reviewed by an Approver. Approvers are responsible for reviewing supporting documentation, reviewing Expense Reimbursements for policy compliance, and reviewing funding being charged.
D. Auditor: Expense Reimbursements are reviewed by an Auditor after the Approver. Auditors are responsible for reviewing Expense Reimbursements for policy compliance.
A. Business purposes
B. Expense types
Procedure Number | 3024.1 |
Date Approved | July 1, 2019 |
Revision Dates | Feb. 26, 2020 – added E-Re Estimated Withholding Expense Type Jan. 19, 2021 – Updated Procedure Number to 3024.1 from 320.1 |
Purchasing card site managers are responsible for reviewing purchasing card activity and identifying non-compliance.
Procedure #3013.10; Rev.: 0 (Effective May 8, 2017)
Related Policy: UW-3013 Purchasing Card Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Purchasing Card Program Administrator: (608) 262-3300, meghann.grove@wisc.edu
Download 3013.10 Purchasing Card Site Managers – Address Non-Compliance Procedure (PDF)
Purchasing card site managers are responsible for reviewing purchasing card activity and identifying non-compliance. Examples of non- compliance include using the purchasing card for personal/non-UW business-related purchases, inappropriately using University funds, serial purchasing, and failure to provide required supporting documentation. When a site manager identifies non-compliant use of a purchasing card, the following procedure should be referenced. Non-compliance must be addressed within the 30-day transaction reconciliation requirement.
Purchasing cardholders, purchasing card site managers, Divisional Business Office leadership, Purchasing Card Program Administrator.
A. Purchasing Card Site Manager Review and Reconciliation: Site managers are required to review purchasing card transactions to verify policy compliance. See 3013.5 Purchasing Card Site Manager Review and Reconciliation.
B. Non-Compliance Procedure: For audit purposes, all non-compliance identification, acknowledgement, and follow-up activity must be documented with the non-compliant transaction in the Purchasing Card Module of the Shared Financial System (SFS). If non-compliance is identified, the site manager must complete the following steps:
Procedure Number | 3013.10 |
Date Approved | May 8, 2017 |
Revision Dates | January 19, 2021 – Updated Procedure Number to 3013.10 from 300.10 December 11, 2021 – Purchasing Card Module implementation |