320.5 How to Reimburse Non-Employees Procedure

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 # 320.5
Rev.: 1
Effective Date: May 8, 2017

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

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.


II. Who is Affected by This Procedure

Alternates who prepare Expense Reimbursements; Division Coordinators and Dean’s office employees responsible for reviewing and submitting Non-Employee Profile Setup and Change forms.


III.   Procedure

A. Finding an existing Non-Employee Profile: 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.

  1. Sign into e-Reimbursement.  Click the Expenses WorkCenter tile.
  2. Expand the Employee Data menu, then select Update Profile.
  3. Search by Employee ID (this includes non-employee IDs), Name or Last Name.  Search the Name field using the LastName,FirstName no spaces convention.
  4. Review the search results to find the proper profile.  Click one of the blue links to access profile details in a read-only format.
  5. The Employee Data tab shows the non-employee’s name and address.
  6. The Organizational Data tab shows the Hire Date (ie: first date expenses were incurred) and the default funding.

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.

B. Updating Information on an Existing Non-Employee Profile: If the name, address, date of first expense, default funding or Alternates for a non-employee need to be updated, submit a Non-Employee Profile Change Request Form.

C. Creating a New Non-Employee Profile

  1. Submit a Non-Employee Profile Setup Form (instructions on the form).
  2. Alternates are listed on the form and are notified via email when the profile is setup.
  3. Non-Employee payments should be send to a home address, not a campus address. If the recipient plans to pick up the check from the Business Services office, enter “Hold for Pickup” in the address field.  If a different individual is picking up the check on behalf of the recipient, follow the Check Custody Agreement instructions (check custody agreements are not guaranteed to be approved).

D. Reimbursing Non-Employees: Expense Reimbursements for non-employees are submitted through e-Reimbursement. Non-employee reimbursements are created and submitted by employees serving as their Alternate.

E. Requesting Payment via Wire Transfer: Non-employee payments can be made via wire transfer upon request

  1. When filling out the Non-Employee Profile Setup Form, indicate payments are to be made by wire transfer by entering “Wire Transfer, ATTN: Cash Management” in the address field. Once activated for wire transfers, all reimbursement payments will be paid via wire transfer.
  2. If a non-employee profile already exists, submit a Non-Employee Profile Change Request Form to request payment via wire transfer.
  3. For each wire payment, fill out an Outgoing Wire/Draft Form and forward it to Cash Management.
  4. Upon approval of the Expense Reimbursement, payment will be automatically routed to Cash Management to process the wire transfer.

IV. Contact Roles and Responsibilities

A. 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.

B. Division Coordinator – responsible for submitting Non-Employee Profile Setup Forms and Non-Employee Profile Change Requests.


V. Definitions

A. e-Reimbursement: the web-based expense reimbursement submission and review tool.

B. Non-employee: an individual who does not have an active appointment at the University. Non-employees can be reimbursed for travel-related expenses through e-Reimbursement.


VI. Related References


VII.  Revisions

Procedure Number 320.5
Date Approved May 8, 2017
Revision Dates 12/6/19 – Updated links

 

320.4 Working with My Corporate Card and My Wallet Procedure

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 # 320.4
Rev.:
Effective Date:

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

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.


II. Who is Affected by This Procedure

Employees who use the My Corporate Card; Alternates who prepare Expense Reimbursements for My Corporate Card holders.


III. Procedure

A. Viewing your My Corporate Card activity in My Wallet

  1. Sign into e-Reimbursement.
  2. Click the Expenses tile. Within the Expenses tile, there are three places to access your My Wallet activity:
    1. Add Quick Expense tile
      1. All Corporate Card expenses which have not been accounted for on an Expense Reimbursement are shown.
      2. This is the only place the Expense Type of a Corporate Card expense can be modified.
      3. Users can add additional expenses to My Wallet using the plus sign icon. Users can manually add Corporate Card, P-Card, or Personal Fund charges to My Wallet which can be accessed when creating an Expense Reimbursement.
      4. Users can delete My Wallet transactions using the trash can icon.
    2. My Wallet tile – this tile is functionally similar to Add Quick Expense except users cannot modify Expense Types here.
    3. Expense History tile – this tile shows Corporate Card expenses which have been accounted for on previously-created Expense Reimbursements.

 

B. Accounting for Corporate Card expenses in e-Reimbursement

  1. See Procedure 320.1 for instructions on creating a new Expense Reimbursement.
  2. My Wallet transactions are pulled into the Expense Reimbursement using the Add from My Wallet icon on the General Information page or the wallet icon on the Expense Entry page. These icons will not appear if there are not My Wallet expenses to choose.
  3. Users can manually choose “US Bank Corporate Card” as the payment type for any expense.

 

C. Payment

  1. All Corporate Card expenses – whether they are pulled into the Expense Reimbursement from My Wallet or they are manually marked as a US Bank Corporate Card transaction – are paid directly to US Bank upon approval of the Expense Reimbursement.
  2. To avoid credit balances on the Corporate Card, cardholders must make efforts to avoid duplicate or incorrect payments made to US Bank.

 

D. Corporate Card Reconciliation

  1. My Wallet should not be used as the only means of monitoring Corporate Card activity. Expenses can be manually added or deleted from My Wallet; these actions would not be reflected on the Corporate Card activity.
  2. See Procedure 301.1 for information on managing your Corporate Card.

IV. Contact Roles and Responsibilities

A. Traveler/User/Cardholder: responsible for ensuring timely reconciliation and payment of their Corporate Card balance.


V. Definitions

A. e-Reimbursement: the web-based expense reimbursement submission and review tool.

B. My Corporate Card: individual-liability credit card that can be used for travel and non-travel expenses.


VI.  Related References


VII. Revisions

Procedure Number 320.4
Date Approved
Revision Dates

 

 

320.3 Receiving my Reimbursement Payment Procedure

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 # 320.3
Rev.: 1
Effective Date: May 8, 2017

Download 320.3 Receiving my Reimbursement Payment Procedure (pdf)

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

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.


II. Who is Affected by This Procedure

Employees who seek reimbursement for out-of-pocket or Corporate Card expenses; Alternates who prepare Expense Reimbursements; employees who may be contacted by a non-employee regarding their reimbursement.


III. Procedure

A. How to use e-Reimbursement to Find Information on Reimbursement Payments:

  1. Ensure the expense reimbursement has been fully approved.
    1. Sign into e-Reimbursement
    2. Click the Expenses WorkCenter tile.
    3. Expand the View TER’s, TA’s and CA’s menu, then select View Expense Report in the links panel along the left side.
    4. Find the correct Expense Reimbursement by entering the report ID, description, employee ID, or employee name (name searches in e-Reimbursement follow the LastName,FirstName convention, no spaces). This search will provide a read-only view of an Expense Reimbursement.
    5. Check that the status (next to the report ID number in the top middle of the screen) is “Paid”. If it is not paid, view the Approval History at the bottom of the page to see where the Expense Reimbursement is in the approval process.
  2. Search for Payment Details.
    1. Expand the Void/Reissue Payment menu, then select the View Payment History link.
    2. Search by employee ID or name. Select the proper Expense Reimbursement from the search results. If there is single search result will automatically take you to the Employee Payment History page.
    3. Employee Payment History
      1. Payment Reference – for check payments, this will be the check number. This is needed when filling out a Check Action Form.
      2. Payment Amount – the amount the Traveler was reimbursed. This may differ from the amount seen elsewhere in e-Reimbursement, which may include items paid on the Purchasing Card or Corporate Card. This amount may include multiple Expense Reimbursements if they were approved on the same day.
      3. Payment Method – will be either “ACH” for direct deposit payments or “System Check” for paper check payments.
      4. Payment Date – payment will be direct deposited or mailed within 3-5 business days of this date.
      5. Payee Address – this link will display the address the check was sent to.
  3. If payment was made by ACH, the Traveler should review their bank history for a deposit that matches the information shown in the Employee Payment History search.  Reimbursement payments will be titled “UWMSN_TRVL_ACH” or something similar.

 

B. Reissuing Payment: 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.


IV. Contact Roles and Responsibilities

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.


V. Definitions

A. e-Reimbursement: the web-based expense reimbursement submission and review tool.

B. Purchasing Card: University-liability credit card that can be used for travel and non-travel expenses.

C. Corporate Card: individual-liability credit card that can be used for travel and non-travel expenses.


VI. Related References

  • Policy 320 – Expense Reimbursement

VII.  Revisions

Procedure Number 320.3
Date Approved May 8, 2017
Revision Dates

 

320.2 How to Assign an Alternate Procedure

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 # 320.2
Rev.: 1
Effective Date: May 8, 2017

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

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.


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.


III.   Procedure

A. For Employees

  1. Sign into e-Reimbursement.
  2. Click the Expenses WorkCenter tile.
  3. Click the Delegate Entry Authority link in the links panel along the left side.
  4. Click the plus sign to add an additional row.
  5. Enter the Alternate’s employee ID number in the Authorized User ID field. If you do not know the employee ID, click the magnifying glass next to the blank field, then click on Advanced Lookup.  Enter the Alternate’s last name in the Description field.  Locate the alternate and click on their name.
  6. The Authorization Level should be “Edit”. If an employee chooses “Edit & Submit”, it will revert to “Edit”.
  7. Click Save.

 

B. For Non-Employees

  1. Fill out a Non-Employee Profile Change Request Form.
  2. The Division Coordinator or other authorized personnel emails the form to the UW-Madison Business Services office, per the instructions on the form.
  3. The Alternate is notified via email when setup is complete.

 

C. For Recently-Terminated Employees – 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.


IV. Contact Roles and Responsibilities

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.


V. Definitions

  1. e-Reimbursement: the web-based expense reimbursement submission and review tool.
  2. Non-employee: an individual who does not have an active appointment at the University. Non-employees can be reimbursed for travel-related expenses through e-Reimbursement.
  3. Recently-Terminated Employee: an employee whose last active appointment ended less than 365 days ago.  Expense Reports for recently-terminated employees can be submitted using their employee ID for up to 365 days after termination.  To add an alternate for a recently-terminated employee, contact Accounting Services (link to email).

VI. Related References


VII.  Revisions

Procedure Number 320.2
Date Approved May 8, 2017
Revision Dates

 

320.1 Creating and Submitting an Expense Reimbursement in e-Reimbursement Procedure

320.1 Creating and Submitting an Expense Reimbursement in e-Reimbursement Procedure

Creating and Submitting an Expense Reimbursement in e-Reimbursement Procedure
Procedure # 320.1
Rev.:
Effective Date: 7/1/19

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. Appendix
VII. Related References
VIII. Revisions


I. Procedure Statement

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.


II. Who is Affected by This Procedure

Employees who seek reimbursement for out-of-pocket or Corporate Card expenses; Alternates who prepare Expense Reimbursements.


III.   Procedure

Sign into e-ReimbursementClick 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.

  1. Business Purpose – Choose the one that best describes the reimbursement.  See Appendix A for definitions and further details on business purposes.
  2. Default Location – Primary location of your trip.
    1. Choose your headquarter city for non-travel Expense Reimbursements.
    2. Locations may be listed by city or county.
    3. For international locations not listed by city or county, select ‘COUNTRY NAME, OTHER LOCATIONS’. Do not select the nearest big city if the trip was not actually to that city.
  3. Reference – Select In-State, Out-of-State, or Foreign.
    1. This is based on where the destination is in relation to the traveler’s headquarter city (for example, if someone headquartered in Atlanta, GA, traveled to Madison, the Reference would be ‘Out-of-State’).
    2. For non-travel Expense Reimbursements, select ‘Not a Travel Related report’.
  4. Date of departure/return – Dates of your business Do not include personal vacation days in these dates.
  5. Attachments 
    1. Receipts are required to be electronically attached to the Expense Reimbursement.
    2. In addition to receipts, users must attach any additional documentation an Approver or Auditor will need to fully review the Expense Reimbursement. This includes:
      1. Conference agenda (to document conference dates, preferred conference hotels, and provided meals)
      2. Email correspondence related to unusual circumstances
      3. GoogleMaps or Mapquest printout or screenshot to substantiate a mileage claim
    3. Do not attach anything with protected or confidential information.
      1. Redact credit card and social security numbers.
      2. When reimbursing research subjects, it may be necessary to redact anything with details of the research being done. Map printouts for research subjects may use a nearby location instead of the research subject’s home address.
      3. If no other options are available, hard copies may be saved instead of electronic attachments in order to protect a recipient’s confidentiality. This must be noted in the Expense Reimbursement.
  6. Justification (IS MISSING) – Justification Notes are added by the traveler or Alternate to provide the details of the reimbursement.
    1. Every Expense Report must have at least one Note. That note must include a sufficient business purpose to justify the reimbursement. Additional notes may be added as needed.
    2. Spell out all acronyms in the Justification notes.

 

B. Expense Entry: This section is where users enter the details of their expenses.

  1. Choose the appropriate Expense Type for the expense. See Appendix B for definitions and further details of expense types.
  2. Payment Type
    1. Personal Funds – Out-of-pocket expenses for which the traveler will be reimbursed.
    2. Prepaid Purchasing Card – Expenses paid on the Purchasing Card. The traveler will not be reimbursed for these expenses. It is not required to include expense lines for prepaid items.
    3. US Bank Corporate Card – Expenses paid on the Corporate Card. See Procedure 320.4 for more information on using e-Reimbursement for Corporate Card expenses.
  3. Amount
    1. It is recommended that travelers manually convert foreign currency amounts and enter only US Dollars in this field.
    2. For rate-based Expense Types (e.g. Meals and Incidental Expense, Mileage), this field cannot be manually modified.
  4. Non-Reimbursable
    1. Mark an expense non-reimbursable.
    2. This can be used for non-business-related expenses and for expenses that were paid via an outside source (e.g. airfare paid by the host conference).
  5. Red Flags– All red flag error messages must be resolved before an Expense Reimbursement can be submitted. Examples include:
    1. An invalid funding string.
    2. Required information is missing.
    3. Airfare ticket number is a duplicate of a previously-created Expense Reimbursement.

 

C. Review and Submit – Alternates and travelers must ensure the accuracy of the Expense Reimbursement prior to submission.

  1. Expense Report Summary – ensure the breakdown between reimbursable, non-reimbursable, Corporate Card, and Prepaid Expenses is accurate. Modify the payment types on individual expense lines if necessary.
  2. Additional Information – If there are Cash Advances or Travel Authorizations available, associate them with the Expense Reimbursement here. For more information on working with Cash Advances, see Policy 321.
  3. Submit
    1. Current UW employees must submit their own Expense Reimbursements.
    2. Alternates can submit Expense Reimbursements on behalf of non-employees and recently-terminated employees.

IV. Contact Roles and Responsibilities

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.


V. Definitions

A. e-Reimbursement: the web-based Expense Reimbursement submission and review tool.

B. Purchasing Card: University-liability credit card that can be used for travel and non-travel expenses.

C. Corporate Card: individual-liability credit card that can be used for travel and non-travel expenses.

D. Business Purpose: When using University funds or requesting a reimbursement from University funds, documentation of a clear business purpose is required so an approver, auditor, site manager, and/or post-payment auditor may reasonably conclude and agree the expenditure is an appropriate business expense. The business purpose, which is defined as one that supports or advances the goals, objectives and mission of the University, adequately describes the expense as a necessary, reasonable, and appropriate business expense for the University. All expenses must support a University business purpose.

E. Non-employee: an individual who does not have an active appointment at the University. Non-employees can be reimbursed for travel-related expenses through e-Reimbursement.


VI. Appendix

A. Business Purposes

  1. Business – Expenses for routine business travel not better classified in another category.
  2. Conference – Expenses incurred to attend or host a conference.
  3. Fundraising – Expenses incurred for University fundraising.
  4. Job Candidate Hosting – Expenses incurred for hosting job candidates.
  5. Local Travel – Expenses incurred when traveling within the headquarter city or surrounding area.  Expenses can be accumulated and filed weekly, bi-weekly or monthly.
  6. Non-Travel – Expenses incurred on the Corporate Card or out-of-pocket for low-dollar purchases made in compliance with UW purchasing policies.
  7. Professional Development – Expenses incurred by employees for education or job/professional trainings.
  8. Recruiting – Expenses incurred for recruiting employees and students to the University.
  9. Relocation – Expenses incurred for employee relocation.
  10. Research – Expenses incurred for research or research-related activities including fieldwork or faculty presentation of papers.
  11. Student Travel – Expenses incurred by students for business or educational travel. Does not include study abroad or International Education programs.  Employee expenses to accompany students select from other business purposes.
  12. Study Abroad – Expenses incurred by travelers (faculty or students) for study abroad or other international education programs.
  13. Team travel – Expenses incurred for sport team travel.

 

B. Expense Types

  1. Air-Baggage Fees – airline baggage or equipment fees.
    1. Description – if additional baggage beyond the first piece and/or overweight/oversized baggage is claimed, provide justification.
    2. Account Codes 2800, 2801, 2802.
  2. Airfare – commercial coach/economy including allowable charges for seat assignments.
    1. Description – if claiming a related fee, provide a justification.
    2. Merchant – select the merchant from the preferred drop-down menu or enter the merchant name in the non-preferred field.
    3. Ticket Number – a unique ticket number is required.
    4. Account codes 2800, 2801, 2802.
  3. Airfare Change/Cancel Penalty – Charge imposed by the airline to change, re-issue or cancel tickets.
    1. Description – provide an explanation of the circumstances.
    2. Merchant – select the merchant from the preferred drop-down menu or enter the merchant name in the non-preferred field.
    3. Account codes 2800, 2801, 2802.
  4. Athletic Pre/Post Game – for use by Athletics only.
  5. Athletics Team Meals – for use by Athletics only.
  6. Day Trip Meal Allowance – meal costs including tax and tip in connection with travel that does not include an overnight stay. The amount is based on the per diem rate and cannot be manually modified.  Account codes 2863 and 2864.
  7. E-Re Estimated Withholding – withholding of estimated taxes. It is required to be used with any Relocation expenses. It must be entered as a negative number and will reduce the net reimbursement.
    1. It can also be used for withholding of taxes for expense reports submitted over 90 days and for tuition reimbursement in excess of allowable limits.
    2. It will require a credit reference to be entered (“Estimated tax withholding” is sufficient).
    3. Account code 7060
  8. Event-Audio Visual Equipment – costs for the rental of audio visual equipment or related technologies for the purpose of hosting a University-sponsored event, Official Function, or educational program such as a conference, reception, workshop, etc., with multiple attendees from both inside and outside the University.
    1. Description – provide a business justification for expenses incurred and specify what type of event was held. Indicate whether or not a fee was collected from attendees.
    2. Merchant – enter the name of the merchant.
    3. Account code 2894.
  9. Event-Catering – cost of food/beverage, service fees, gratuities and/or delivery fees related to hosting a University sponsored event, Official Function, or educational program such as a conference, reception, workshop, etc., with multiple attendees from both inside and outside the University.
    1. Description – provide a business justification for event expenses incurred and specify what type of event was held (reception, conference, etc.) If a meal was served, indicate breakfast, lunch or dinner. Indicate whether or not a fee was collected from attendees.
    2. Merchant – enter the name of the merchant.
    3. Number of People – enter the number of attendees.
    4. Add Additional Attendees – enter the names and affiliations of the attendees. For large events, an attendee list can be attached to the Expense Reimbursement instead.
    5. Account code 2893.
  10. Event-Meeting Space – costs for meeting space or room rental for the purpose of hosting a University sponsored event, Official Function, or educational program such as a conference, reception, workshop, etc., with multiple attendees from both inside and outside the University.
    1. Description – provide a business justification for event expenses incurred and specify what type of event was held (reception, conference, etc.) If a meal was served, indicate breakfast, lunch or dinner. Indicate whether or not a fee was collected from attendees.
    2. Merchant – enter the name of the merchant.
    3. Account code 2895.
  11. Gas for Vehicle Rental/Fleet – purchase of gasoline for rental vehicles or fleet vehicles when State/UW gas card is not accepted.
    1. Description – provide a purpose for the gasoline purchase and indicate the type of vehicle that was used (rental or fleet). For Fleet, explain why the provided fuel card was not used.
    2. Account codes 2810, 2811, and 2812.
  12. Lodging-Group – lodging accommodations for multiple business travelers who share a room and the reimbursement is being claimed on one Expense Reimbursement.
    1. Description – provide the names and affiliations of all individuals included in the lodging payment.
    2. Number of Nights – enter the number of nights stayed.
    3. Merchant – select the merchant from the preferred drop-down menu or enter the merchant name in the non-preferred field.
    4. How Many People – the number of UW business travelers included in the amount reported.
    5. Account codes 2850, 2851, and 2852.
  13. Lodging-Individual – lodging accommodations for individual lodging expenses, including a shared room for which the traveler is claiming only their portion of the charge.
    1. Number of Nights – enter the number of nights stayed.
    2. Merchant – select the merchant from the preferred drop-down menu or enter the merchant name in the non-preferred field.
    3. Account codes 2850, 2851, and 2852.
  14. Meal and Incidental Per Diem – per diem allowance reimbursed to travelers for overnight travel based on location of stay.
    1. Amount – the amount is based on the location, date, and any selected deductions.
    2. Location – enter the location the expense was incurred. When traveling to the destination, this is the location the traveler stayed that night. When returning from the destination, this is the location the traveler stayed the night before.
    3. Per Diem Deductions – select first/last day for first and last day of travel and indicate any meals provided to the traveler (ex: as part of a registration fee).
    4. Account codes 2860, 2861, and 2862.
  15. Meals-Hosted – meal purchased for a group and claimed by a single individual.
    1. Description – provide a business purpose for the purchase and indicate which meal was served (breakfast, lunch or dinner).
    2. How Many People – enter the number of attendees.
    3. Add Additional Attendees – enter the names and affiliations of the attendees. For large events, an attendee list can be attached to the Expense Reimbursement instead.
    4. Account codes 2860, 2861, and 2862.
  16. Mileage – reimbursement for use of a personal vehicle. Do not use this expense type for vehicle rentals or fleet vehicles.
    1. Description – enter information used to determine Transportation ID. Include addresses of originating/destination locations and any additional stops. For situations where privacy is a concern, the exact address is not required.
    2. Transportation ID – choose the appropriate rate – Standard (300 miles roundtrip or less) or Turndown (more than 300 miles roundtrip)
    3. Mileage – enter the roundtrip mileage. The amount is automatically calculated based on the rate and the number of miles. The amount cannot be manually modified.
    4. Account codes 2830, 2831, and 2832.
  17. Misc-Purchases/Supplies – best judgment UW-Madison business-related purchases ($5,000 or less) such as books, copy charges, shipping, etc.
    1. Description – provide a description of the purchase and a UW-Madison business purpose.
  18. Parking – parking charges incurred while conducting UW-Madison business.
    1. Description – enter a reason for the expense and, if applicable, the number of days parked at the location.
    2. Account codes 2870, 2871, and 2872.
  19. Registration Fee – fee charged to attend an event such as a conference, workshop, seminar, training or meeting.
    1. Description – provide the name of the event and a UW-Madison business purpose and identify what is included (meals, etc.) in the fee.
    2. Account codes 2840, 2841, and 2842.
  20. Relocation-Direct Moving Costs – the movement of household goods, transportation of employee and family and additional direct costs associated with the move.
    1. Merchant – select the merchant from the preferred drop-down menu or enter the merchant name in the non-preferred field.
    2. Originating Location – the location the traveler is relocating from.
    3. Expense Location – the location where the expense was incurred.
    4. Account codes 2880 and 2881.
  21. Relocation-Stipend – an Employee Relocation Award provided to cover some or all of an employee’s moving expenses.
    1. Originating Location – the location the traveler is relocating from.
    2. Expense Location – the location the traveler is relocating to.
    3. Account code 2884.
  22. Relocation-Temporary Lodging – cost of temporary lodging associated with a relocation (up to 45 days).
    1. Number of Nights – enter the number of nights stayed.
    2. Merchant – select the merchant from the preferred drop-down menu or enter the merchant name in the non-preferred field.
    3. Originating Location – the location the traveler is relocating from.
    4. Expense Location – the location where the expense was incurred.
    5. Account code 2883.
  23. Taxi/Subway/City Bus, etc. – local transportation charges for taxi, shuttle, city bus, ferry, subway, ride sharing services, etc. including tip.
    1. Description – indicate the type of transportation used, the originating location and destination and a business purpose for the trip.
    2. Account codes 2820, 2821, and 2822.
  24. Train/Bus/Other Long Distance – long-distance transportation charges (non-airfare) such as a bus, train, etc. including tip.
    1. Description – indicate the type of transportation used, the originating location and destination and a business purpose for the trip.
    2. Account codes 2820, 2821, and 2822.
  25. Training/Dev-Job –reimbursements to employees for costs related to job-related training not classified as tuition.
    1. Description – indicate the name of the course taken.
    2. Non-Preferred Merchant – enter the name of the merchant.
    3. Account code 2184.
  26. Travel Agency Service Fee – for use by Athletics only.
  27. Travel Miscellaneous – allowable travel-related expenses not identified by our specific expense type or included as part of M&IE per diem (tolls, internet, visa fees, currency conversion fees, etc.)
    1. Description – provide a description of the expense and a UW-Madison business purpose.
    2. Account codes 2870, 2871, and 2872.
  28. Travel Reduction – reduces the amount of the Expense Reimbursement to a fixed dollar/budget amount for an expense line. Travel reductions cannot be entered by travelers/Alternates; they must be entered by Approvers.
  29. Tuition/Training-Career – tuition and training fees related to taking a class or course, on a UW campus or other accredited University for the purpose of meeting the minimal educational requirements for a job or will qualify the employee for a new trade or business.
    1. Description – indicate the name of the course taken and whether the course is for graduate or undergraduate credit.
    2. Non-Preferred Merchant – enter the name of the merchant.
    3. Account code 2180.
  30. Vehicle Rental – cost of renting a vehicle to conduct UW business.
    1. Description – enter a business purpose for the use of a rental vehicle. Provide a justification if a non-preferred vendor was used.
    2. Merchant – select the merchant from the preferred drop-down menu or enter the merchant name in the non-preferred field.
    3. Account codes 2810, 2811, and 2812.

VII.  Related References


VIII. Revisions

Procedure Number 320.1
Date Approved 7/1/19
Revision Dates 2/26/2020 – added E-Re Estimated Withholding Expense Type

 

 

322 Non-Payable/Reimbursable Expenses

This policy documents expenses not payable or reimbursable by the University. The list is not all-inclusive.322 Non-Payable/Reimbursable Expenses (formerly 201.M)

UW-Madison Administrative Policy
Policy # 322
International Travel Policy

Effective Date: October 1, 2015
Last Updated: July 1, 2020
Last Reviewed: July 1, 2020
Next Review: December 31, 2020

Functional Owner: Associate Vice Chancellor, Division of Business Services, Dan Langer
Executive Sponsor: Associate Vice Chancellor, 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

This policy documents expenses not payable or reimbursable by the University.  The list is not all-inclusive.

Note: Sponsored projects (e.g., fund 144 or 133) are subject to the terms and conditions of the specific award, as well as applicable program guidelines, which may restrict use of funds for certain types of expenses.  Please contact the RSP accountant for your award with any questions.


Who This Policy Applies To

Faculty, staff, students and non-employees traveling or using funds and/or resources administered by the University.


Policy Detail

I. Following is a list of expenses which are not payable or reimbursable with University funds:

  1. Professional License Fees
  2. Late payment penalties and interest on My Corporate Card
  3. Lost/stolen cash or personal property
  4. Traffic citations, parking tickets and other fines
  5. Locksmith charges on either fleet, rental or personal vehicle, except when fleet or rental vehicles experience mechanical problems
  6. Parking costs at the assigned workplace
  7. Additional charges for late checkout or un-cancelled pre-payments (unless justified)
  8. Airline, car, hotel, and corporate card club membership dues
  9. Childcare or other dependent costs
  10. Kennel fees
  11. Decorative Items – The purchase of decorative items (plants, paintings, flowers, etc.) from University-administered funds is allowable only if the items are placed in a general reception area frequented by students and/or the general public. Additionally, decorative items may be purchased for an event if the participant’s fees cover payment for the items. The purchase of items placed in employee lounges, assigned offices or other work areas are not allowable.
  12. Appliances for break rooms (e.g. microwaves, refrigerators, coffee makers) are allowable if they are part of an approved building project or they are replacing existing, faulty appliances. Appliances for individual use in private offices are not allowed.
  13. Flight insurance
  14. Trip insurance
  15. Services paid directly to an individual by the University are allowable; however, due to the tax implications, services may not be paid by employees out of pocket and then claimed for reimbursement.

Consequences for Noncompliance

The University will not pay or reimburse for any cost that is non-compliant with this policy.  Failure to comply with UW-Madison policy or procedures may result in disciplinary steps, up to and including dismissal.


Revisions

Policy Number: 322
Date Approved: 7.1.19
Revision Dates

7.1.20

  • Expenses which do not have a UW-Madison business purpose – covered in policies 310 and 320
  • Items that require a receipt and no receipt showing payment is provided – covered in policy 320
  • Alcoholic beverages – allowable on Foundation funding in some circumstances
  • Spouse or family member’s travel costs. Chancellor’s and President’s spouse and host may be allowable with justification and proper approval. – Allowable as an Official Function, in some circumstances
  • Personal telephone calls, personal internet charges, personal fax charges – covered in policy 313
  • Personal items and services, (e.g. toiletries, luggage, clothes, haircuts, etc.) – covered in policy 310, 313.
  • Avoidable expenses for non-business related activities, such as sightseeing tours, golf outings, etc. – covered in policy 316
  • Extra fuel costs incurred to have a vehicle rental vendors refuel vehicles at above market fuel rates – covered in policy 315
  • Additional charges incurred for personal reasons involving vehicle rentals – covered in policy 315
  • Excess cost of circuitous or side trips for personal reasons – covered in policy 316
  • Repairs, towing service, lubrication, etc., for personal vehicles – covered in policy 313
  • Meals included in the cost of airfare, registration fees – covered in policy 313
  • Pay-per-view movies in hotel/motel room – covered in policy 312
  • Personal entertainment – obvious, not necessary to mention
  • Extra costs for additional person(s) in room – covered in policy 312
  • Lodging cost at unlicensed facilities – covered in policy 312
  • Lodging within 50 miles of the headquarters city (unless properly justified and approved) – covered in policy 312
  • Extra baggage charges for personal items, such as golf clubs, skis, etc. – covered in policy 311
  • Greeting cards – potentially allowable under Official Functions
  • House hunting expenses – potentially allowable under Official Functions
  • Expenses associated with fundraising/development – allowable on Foundation funding
  • Expenses incurred for an employee’s spouse, except as allowed for in certain circumstances. Contact uwtravel@bussvc.wisc.edufor more information. – potentially allowable under Official Functions

318 Payment for Services and Travel and Expense Reimbursement for Non-employees

A non-employee who provides service to, or otherwise benefits the University, may be paid for their services and/or reimbursed for actual and necessary expenses incurred in connection with their duties or activities

Statement of Policy:

A non-employee who provides service to, or otherwise benefits the University, may be paid for their services and/or reimbursed for actual and necessary expenses incurred in connection with their duties or activities if:

  • The expenses are specifically authorized by statute or contractual agreement; or
  • It is determined by the Dean/Director that the service provided or benefit received is essential and not otherwise available to a program or function; and it is more valuable than the amount of expense to be reimbursed.

Note:  If participation is mostly to influence University decisions for the benefit of other organizations, expenses are not reimbursable.

Limits/Maximums

Non-employees must comply with University policies and maximums for all transportation, meal and lodging expenses. All expenses must be documented in accordance with UW Madison receipt requirements.

Payment Methods

Whenever possible, a UW-Madison Purchasing Travel Card should be used to pay for non-employee travel expenses, such as airfare, lodging, and registration.  For service payments and other reimbursable expenses incurred by the non-employee, see below.

I need to: I should use: I should use Account Code: Is this tax reportable?
Pay a non-employee for services Payment to Individual Report (PIR) 2620 (Services) Yes
Pay a non-employee for services over $5,000 Requisition (Contact Purchasing Services) 2620 (Services) Yes
Pay a non-employee for both services and travel & expenses Option 1: 
Payment to Individual Report (PIR).  Combine service payments and travel expenses into one amount.
—————————————
Option 2: 
Payment to Individual Report (PIR) for the services amount only
And
e-Reimbursement for travel amount only
 

2620 (Services)

—————–

2620 (Services)

 

Automatically assigned by system

 

Yes (total amount)
—————-

Yes

 

No

Pay a non-employee for travel & expenses e-Reimbursement Automatically assigned by system No

Whenever possible, e-reimbursements should not be used to process day-trip meal reimbursements for non-employees. Day-trip meals are taxable to the recipient, so those amounts should be combined with other taxable payments made to the non-employee. For example, instead of paying a research subject $30 for participating (via PIR, account code 2637) and $15 for a day-trip meal reimbursement (via e-Reimbursements), pay them $45 on the PIR (total amount coded to 2637).

Service Payments to Non-Employees

All non-employee tax-reportable payments (i.e. honorariums, fees for service) must  be submitted on a Payment to Individual Report (PIR) or paid with a Purchasing Card.  Tax reportable payments are described in the 1099-MISC/1042S Tax Reportable Transactions document (1099-MISC/1042S Tax Reportable Transactions by Account Codes).  Payments to Nonresident Aliens (NRA) must be paid through a PIR (see How To Determine Which Tax Related Documents are Required When Making Non-Payroll Payments at UW-Madison).

Tax implications for payments for (1) services only or (2) services with travel expenses are:

  • Payment for Service Fees Only: When the PIR contains only payment for services, use Account Code 2620 (Services).  This payment is tax reportable to the non-employee.  The non-employee will receive a 1099-MISC (1042-S FOR Nonresident Aliens) for the total amount of service fees paid.
  • Payment for Service Fees and Travel Expenses:

    Option 1: Combine the payment for services and the reimbursement for travel expenses on the Payment to Individual Report (PIR) and report the total amount using Account Code 2620 (Services). This payment becomes tax reportable to the non-employee who will receive a 1099-MISC (1042-S for Non-Resident Aliens) for the total amount paid. The non-employee should retain receipts for travel expenses and report these as business expenses on their personal tax returns as allowable by IRS regulations.
    Option 2: Request payment for services on the Payment to Individual Report (using Account Code 2620) and use e-Reimbursement for the travel expenses. The services on the PIR are tax reportable to the non-employee, but the travel in e-Reimbursement is not. The non-employee will receive a 1099-MISC (1042 for Non-Resident Aliens) for the service payment only. Receipts need to be collected by the UW as these expenses are not deductible by the non-employee on their personal tax return as per IRS regulations.

  • Any Payments over $5,000:  A requisition is issued for any payment over $5,000.  See Purchasing Services.

Reimbursement of Travel & Expenses to Non-Employees

If expenses are incurred by a non-employee, Reimbursement is used to reimburse the individual.  Accounting Services creates profiles for Non-employee travelers.  For instructions on how to obtain a Non-Employee Profile, please see How to Obtain a Profile for a Non-Employee.


Contacts:

Travelers and departmental staff should contact their respective Divisional Business Office for policy or procedural questions.

Divisional Business Offices may contact uwtravel@bussvc.wisc.edu with questions.

106 Check Distribution Policy

Accounting Services will only release checks to the payee or a certified check custodian. Any person requesting a check must present a valid photo ID at the time of pick up. To request a check for pick up by a custodian, a signed Check Custody Agreement must be submitted with the payment request.

Date: May 1, 2018


Check Pick Up: As of 5/1/2018, Accounting Services will only release checks to the payee or a certified check custodian. Any person requesting a check must present a valid photo ID at the time of pick up. To request a check for pick up by a custodian, a signed Check Custody Agreement must be submitted with the payment request.

Check Custodians and the Check Custody Agreement: Staff may become a check custodian for a check or set of checks by submitting a signed Check Custody Agreement. An agreement or copy of the agreement must be submitted with each payment request (DP, PIR, Invoice, and Payment Upload). This handling exception requires written justification explaining the business reason(s) for doing so in addition to the authorizing signature of the Divisional CFO. Check custodians are personally responsible for check security and safekeeping until the check is distributed to the payee. A check custodian alternate may also be named.

Check Distribution Log: Each custodian is provided with a Check Distribution Log with their checks. The checks are counted to confirm all checks were received at the department and signed off on the log. As checks are distributed, the payee should sign the log and the custodian or alternate should write their name and the date distributed. Checks that are mailed should have “mailed” written in the payee signature field. Check Distribution Logs must be returned to Accounting Services within 30 days of the check date.

Check Intermediary Form: In the event a check custodian must hand off a check to an intermediary custodian for delivery to a payee, a Check Intermediary Form must be completed by the check custodian, intermediary custodian, and signed by the payee for each check. Check Intermediary Forms are returned to Accounting Services with the Check Distribution Log.

Check Custodian Audit: There will be an annual audit of check custodians to review proper timeframe from check pick up date to cashed, authorized chain of custody of the check, proper secure storage, documentation of checks given out, internal controls and violation of agreement and fraud. A sample of 5 checks will be reviewed as well as department check handling procedures.


Contacts:

For tax questions contact Accounting Services.

102 Exceptional Expenditures Using 133/144 Funds Policy

Research and Sponsored Programs (RSP), in partnership with Accounting Services, have issued the following policy for all division/departments to follow when they have 133/144 funded grants that may include language that permits exceptional expenditures that are not covered by State/University policies or exceed costs allowed within State/University policies.

Policy: 102-Exceptional Expenditures Using 133/144 Funds
Date:
08/11/03 (Updated June 21, 2013)


Statement of Policy:

Research and Sponsored Programs (RSP), in partnership with Accounting Services, have issued the following policy for all division/departments to follow when they have 133/144 funded grants that may include language that permits exceptional expenditures that are not covered by State/University policies or exceed costs allowed within State/University policies.

If you have a grant that may permit costs that are not covered by State/University policy and you believe that the expenditure should be paid through the University, please contact the appropriate RSP Team Leader to discuss the particular circumstances of the transaction prior to making the commitment. RSP will review the terms and conditions of the grant and, if covered, will issue a prior approval memo or email that can be used to pay for the expenditure through normal UW processing. If you are seeking a blanket approval for a series of transactions, please note that in your request to the appropriate RSP team leader.

The approval memo or email should be attached to the requisition, invoice, travel expense report, employee reimbursement, payment to individual report or purchasing card log for each transaction.

This process takes the place of the former UW System cost waiver agreement form. The UW System cost waiver agreement form is no longer available because it’s not required when following the appropriate UW Madison Purchasing/Accounting policies.

Although these exceptions rarely occur, following this process should prevent delays in future transaction processing.


Related Procedure(s):

 


Who should know this policy?

Deans, Directors, and Staff dealing with expenditures using 133/144 funds


Related Documents:


Contacts:

E-mail uwtravel@bussvc.wisc.edu with questions.