3024.6 How to Update Approver and Auditor Roles in e-Reimbursement Procedure

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.

Procedure # 3024.6; Rev.: 1 (Effective May 8, 2017)
Related Policy: UW-3024 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Allie Watters, expensereimbursement@bussvc.wisc.edu, (608) 263-3525


Contents

  1. Procedure statement
  2. Who is affected by this procedure
  3. Procedure
  4. Contact roles and responsibilities
  5. Definitions
  6. Related references
  7. Revisions

I. Procedure statement

Expense reports 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.


II. Who is affected by this procedure

e-Reimbursement approvers and auditors; Division Coordinators.


III. Procedure

  1. Reviewing an Approval Matrix
    1. To view your division’s current approver matrix, log into the Shared Financial System (SFS) and click on the Requester/Approver tile. Under Business Unit and Dept, enter full or partial department ID (minimum of two characters) in the Department field, and click Fill Grid. This will return a list of results for all SFS approval processes; the results can be downloaded as an Excel spreadsheet and irrelevant results filtered out.
    2. Division Coordinators may also 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”).
  2. Requesting an update to the Approval Matrix
    1. Log into the Shared Financial System (SFS) and click on the Expenses tile. Within the Expenses tile, click the EX Approver Changes tile, then click Add an EX Approvers eForm. Fill out the required fields and once completed, submit the form. The submitter of the form will receive an email confirming successful submission. Once the approver change(s) has been updated, the submitter will receive another email stating that it has been approved. Requests are typically addressed within three business days. All requests must be made by a Division Coordinator.
    2. Alternatively, a Division Coordinator may request changes by returning a copy of 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.
  3. Guidelines for Approval Roles
    1. Employees serving in any approval role must have taken Expense Reimbursement – Approver/Auditor training and UW-Madison Travel Policy Training.
      1. Approvers
        1. Approvers are pooled. Multiple approvers can be added to the same department range and the Shared Financial System (SFS)/e-Reimbursement will require only one of them to approve an expense report.
        2. There is no backup approver role. Employees may serve as a backup approver functionally, but their approval assignment will be no different than a primary approver.
      2. Auditors
        1. Auditors are not pooled. If multiple auditors are setup for the same department, expense reports for that department will require all assigned auditors’ approval.
      3. Backup Auditors
        1. Backup auditors receive no automated workflow. They only receive workflow which has been manually routed.
        2. The backup auditor matrix serves as a guide for Accounting Services to route expense reports for which the primary auditor cannot serve (e.g. the primary auditor served as the alternate on the expense report).
        3. The backup auditor role can be used for any employee who doesn’t receive automated workflow, but who has taken expense report training and may serve in any approval role on a sporadic basis.

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IV. Contact roles and responsibilities

  • Approver: Upon submission, expense reports are first reviewed by an approver. Approvers are responsible for reviewing supporting documentation, reviewing expense reports for policy compliance, and reviewing funding being charged.
  • Auditor: Expense reports are reviewed by an auditor after the approver. Auditors are responsible for reviewing expense reports for policy compliance.
  • Backup Auditor: Backup auditors receive no automated workflow, but may serve in any assigned approval role on an ad hoc basis. They only receive workflow which has been manually routed.
  • Division Coordinator: responsible for submitting approval matrix update requests.

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V. Definitions

  • Approval Matrix: the full list of all approvers, auditors and backup auditors for a specified department range.

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VI. Related references

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VII. Revisions

Procedure Number 3024.6
Date Approved May 8, 2017
Revision Dates Jan. 19, 2021 – Updated Procedure Number to 3024.6 from 320.6
April 26, 2023 – Additional methods added for reviewing the approval matrix and requesting updates to the approval matrix.

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3024.5 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.

Procedure # 3024.5; Rev.: 1 (Effective May 8, 2017)
Related Policy: UW-3024 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Allie Watters, expensereimbursement@bussvc.wisc.edu, (608) 263-3525


Contents

  1. Procedure statement
  2. Who is affected by this procedure
  3. Procedure
  4. Contact roles and responsibilities
  5. Definitions
  6. Related references
  7. Revisions

I. Procedure statement

Non-employees are reimbursed for out-of-pocket travel expenses through e-Reimbursement. Expense reports 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 reports.

Generally, non-employees are subject to the same travel and reimbursement policies as employees.

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II. Who is affected by this procedure

  • Alternates who prepare expense reports
  • Employees responsible for reviewing and submitting Non-Employee Profile Setup and Change forms

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III. Procedure

  1. Finding an existing non-employee profile
    1. 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.
    2. Sign into the Shared Financial System (SFS). Click the Expenses WorkCenter tile.
    3. Expand the Employee Data menu, then select Update Profile.
    4. Search by employee ID (this includes non-employee IDs), name or last name. Search the “Name” field using the convention “LastName,FirstName” with no spaces.
    5. Review the search results to find the proper profile.  Click one of the blue links to access profile details in a read-only format.
    6. The Employee Data tab shows the non-employee’s name and address.
    7. The Organizational Data tab shows the hire date (i.e., first date expenses were incurred) and the default funding.
    8. 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. The default funding for an existing nonemployee may be updated by utilizing the Request Non-employee EmpIid tile and form, choosing the option to Update an Existing Emplid.
  2. Creating a new non-employee profile or updating information on an existing non-employee profile
    1. Sign into the Shared Financial System (SFS) and choose the Expenses tile. Then click on the Request Non-employee Emplid tile.
    2. Choose either Add a new non-employee or Update an Existing Emplid and fill in all the required fields (marked by an asterisk).
      1. Instructions for setting up a new non-employee travel profile
      2. Please note additional requirements are necessary for Non-Resident Aliens (NRAs). The initiating department/division is responsible for obtaining, reviewing and retaining additional documents for Non-Resident Aliens prior to submitting a non-employee profile creation request and/or filing reimbursements. Documentation must be complete, accurate, legibly copied and kept on file in the initiating department/Division. Learn about the necessary documents
    3. Submit the form once it is completed. The submitter of the form will receive an email confirming successful submission. Once the Non-employee ID has been created or updated, the submitter and alternates will receive another email stating it has been approved.
    4. Alternates are listed on the form and are notified via email when the profile is setup.
    5. Non-employee payments should be sent 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).
  3. Reimbursing non-employees: Expense reports for non-employees are submitted through e-Reimbursement. Non-employee expense reports are created and submitted by employees serving as their alternate.
  4. Requesting payment via wire transfer
    1. Non-employee payments must be made via wire transfer when the address is outside of the United State or Canada.
    2. When filling out the Non-employee Profile Setup Form or the Non-employee Change Request 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.
    3. For each wire payment, fill out an Outgoing Wire Form and upload it as an attachment to the expense report.
    4. Upon approval of the expense report, payment will be automatically routed to Cash Management to process the wire transfer.

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IV. Contact roles and responsibilities

  • Alternate – responsible for creating and submitting expense reports on behalf of others. Employees who seek reimbursement can assign an alternate to create and modify expense reports for them, but the employee must submit their own. Expense reports for non-employees or recently-terminated employees are created and submitted by alternates.

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V. Definitions

  • e-Reimbursement: the Expenses module of the Shared Financial System (SFS), used to create, submit, and approve expense reimbursement claims.
  • Expense report: contains a categorized and itemized list of expenses that were made on behalf of University of Wisconsin–Madison. This report helps the employer or finance team determine what money was spent, what was purchased, and how much of the expenditure is approved for reimbursement.
  • 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.

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VI. Related references

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VII.  Revisions

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

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3024.4 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.

Procedure # 3024.4; Rev.: 0 (Effective ?)
Related Policy: UW-3024 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Allie Watters, expensereimbursement@bussvc.wisc.edu, (608) 263-3525


Contents

  1. Procedure statement
  2. Who is affected by this procedure
  3. Procedure
  4. Contact roles and responsibilities
  5. Definitions
  6. Related references
  7. Revisions

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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.

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II. Who is affected by this procedure

  • Employees who use the My Corporate Card
  • Alternates who prepare expense reports for My Corporate Card holders

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III. Procedure

  1. Viewing your My Corporate Card activity in My Wallet
    1. Sign into the Shared Financial System (SFS).
    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 My Corporate Card expenses which have not been accounted for on an expense report 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 report.
        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 reports.
  2. Accounting for Corporate Card expenses in e-Reimbursement
    1. See Procedure 3024.1 – Creating and Submitting an Expense Reimbursement for instructions on creating a new expense report.
    2. My Wallet transactions are imported into the expense report using the Add from My Wallet option on the dropdown list (Option i below) on the General Information page or the wallet icon on the Expense Entry page (Option ii below); click images to enlarge:
      1. A screenshot with a red drawn arrow showing where the "Add from My Wallet" option is for expense reports. Found under "Expense Details" and the "Expense Report Action" dropdown.
      2. Screenshot showing where the wallet icon is located on the Expense Entry page -- a red arrow points to the icon, which is second in from the left under the item total.
    3. Users may also manually enter My Corporate Card transactions in an expense report by selecting “US Bank Corporate Card” as the payment type.
  3. Payment
    1. My Corporate Card expenses – whether imported into an expense report from My Wallet or manually entered – are paid directly to U.S. Bank upon approval of the associated expense report.
    2. To avoid credit balances on the Corporate Card, cardholders must make efforts to avoid duplicate or incorrect payments made to US Bank.

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IV. Contact roles and responsibilities

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

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V. Definitions

  • Expense report – contains a categorized and itemized list of expenses that were made on behalf of University of Wisconsin–Madison. This report helps the employer or finance team determine what money was spent, what was purchased, and how much of the expenditure is approved for reimbursement
  • e-Reimbursement – the Expenses module of the Shared Financial System (SFS), used to create, submit, and approve expense reimbursement claims.
  • My Corporate Card – individual-liability credit card that can be used for travel and non-travel expenses.

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VI.  Related references

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VII. Revisions

Procedure Number 3024.4
Date Approved
Revision Dates Jan. 19, 2021 – Updated Procedure Number to 3024.4 from 320.4

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3024.3 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.

Procedure #3024.3; Rev.: 1 (Effective May 8, 2017)
Related Policy: UW-3024 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Allie Watters, expensereimbursement@bussvc.wisc.edu, (608) 263-3525


Contents

  1. Procedure statement
  2. Who is affected by this procedure
  3. Procedure
  4. Contact roles and responsibilities
  5. Definitions
  6. Related references
  7. Revisions

I. Procedure statement

Payments are processed within 3-5 business days of an expense report’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.

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II. Who is affected by this procedure

  • Employees who seek reimbursement for out-of-pocket or Corporate Card expenses
  • Alternates who prepare expense reports
  • Employees who may be contacted by a non-employee regarding their reimbursement

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III. Procedure

  1. How to use e-Reimbursement to Find Information on Reimbursement Payments
    1. Ensure the expense reports has been fully approved:
      1. Sign into the Shared Financial Systems (SFS)
      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 report 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 report.
      5. Check that the status (next to the report ID number in the top middle of the screen) is Paid. If not paid, view the Approval History at the bottom of the page to see where the expense report is in the approval process.
    2. Search for Payment Details:
      1. Using the same navigation links on the left side of the page, expand the Void/Reissue Payment menu, then select the View Payment History link.
      2. Search by employee ID or name. Select the proper expense report from the search results. If there is single search result will automatically take you to the Employee Payment History page.
        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 reports 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 post from UWMSN_TRVL_ACH.
      1. Note: If multiple expense reports are paid on the same date, a cumulative ACH will be sent. The traveler should look for the cumulative total of the expense reports paid in their bank history. Individual payments for each report will not be visible.
  2. Reissuing Payment
    1. 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.

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IV. Contact roles and responsibilities

  • Traveler (employee)/Claimant/Recipient – the person receiving reimbursement. Employees are responsible for submitting their own expense reports and following all applicable UW travel policies. An employee may assign an alternate to create and modify an expense report on their behalf, but the employee is ultimately responsible for submitting their own expense reports.
  • Approver: Upon submission, expense report are first reviewed by an approver. Approvers are responsible for reviewing supporting documentation, reviewing expense report for policy compliance, and reviewing funding being charged.
  • Auditor: Expense reports are reviewed by an auditor after the approver. Auditors are responsible for reviewing expense reports for policy compliance.

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V. Definitions

  • e-Reimbursement: The Expenses module of the Shared Financial System (SFS), used to create, submit, and approve expense reimbursement claims.
  • Expense report: Blanket term for expense reimbursements, travel authorizations, and cash advances.
  • Purchasing Card: University-liability credit card that can be used for travel and non-travel expenses.
  • Corporate Card: Individual-liability credit card that can be used for travel and non-travel expenses.

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VI. Related References

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VII. Revisions

Procedure Number 3024.3
Date Approved May 8, 2017
Revision Dates Jan. 19, 2021 – Updated Procedure Number to 3024.3 from 320.3

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3024.2 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.

Procedure #3024.2; Rev.: 1 (Effective May 8, 2017)
Related Policy: UW-3024 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Allie Watters, expensereimbursement@bussvc.wisc.edu, (608) 263-3525


Contents

  1. Procedure statement
  2. Who is affected by this procedure
  3. Procedure
  4. Contact roles and responsibilities
  5. Definitions
  6. Related references
  7. Revisions

I. Procedure statement

Alternates can create expense reports on behalf of employees and non-employees and can submit expense reports on behalf of non-employees and recently-terminated employees. Current employees must submit their own expense reports, 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.

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II. Who is affected by this procedure

Employees who seek reimbursement for out-of-pocket or Corporate Card expenses; alternates who prepare expense reports in the Shared Financial Systems (SFS).

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III. Procedure

  1. For employees:
    1. Sign into Shared Financial System (SFS).
    2. Click the Expenses tile.
    3. Click the Delegate Entry Authority link in the links panel along the lower right-hand side of the page.
    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.
  2. For non-employees: See How to Obtain or Update an e-Reimbursement Profile for a Non-Employee.
  3. 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 reports for recently-terminated employees.

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IV. Contact roles and responsibilities

  • Traveler (employee)/Claimant/Recipient – the person receiving reimbursement. Employees are responsible for submitting their own expense reports in a timely fashion and following all applicable UW travel policies. An employee may assign an alternate to create and modify an expense report on their behalf, but the employee is ultimately responsible for submitting their own expense reports.
  • Alternate – responsible for creating and submitting expense reports on behalf of others. Employees who seek reimbursement can assign an alternate to create and modify expense reports for them, but the employee must submit their own. Expense reports for non-employees or recently-terminated employees are created and submitted by alternates.

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V. Definitions

  • e-Reimbursement – the Expenses module of the Shared Financial System (SFS), used to create, submit, and approve expense report claims.
  • 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.
  • 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.

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VI. Related References

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VII.  Revisions

Procedure Number 3024.2
Date Approved May 8, 2017
Revision Dates Jan. 19, 2021 – Updated Procedure Number to 3024.2 from 320.2

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3024.1 Creating and Submitting an Expense Report Procedure

Creating and Submitting an Expense Reimbursement in e-Reimbursement Procedure

Procedure #3024.1; Rev. 0 (Effective July 1, 2019)
Related Policy: UW-3024 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Allie Watters, expensereimbursement@bussvc.wisc.edu, (608) 263-3525


Contents

  1. Procedure statement
  2. Who is affected by this procedure
  3. Procedure
  4. Contact roles and responsibilities
  5. Definitions
  6. Appendix
  7. Related references
  8. Revisions

I. Procedure statement

All payments made to employees and non-employees for reimbursement of out-of-pocket expenses are initiated in e-Reimbursement, the Expenses module of the Shared Financial System (SFS). Expense reports are reviewed by an approver and an auditor prior to payment. Approval routing is based on the Department ID referenced in the funding allocation for each expense line.

Employees may delegate an alternate to create and modify expense reports on their behalf. It is the employee’s responsibility to ensure expense reports are submitted on time and in compliance with policy.

This document details the required procedures for submitting an expense report. For a complete how-to guide, visit the Expense Reimbursement website.

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II. Who is affected by this procedure

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

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III. Procedure

To get started, employees/alternates must sign into the Shared Financial System (SFS), click the Expenses tile, then click Create Expense Report. If acting as an alternate for another traveler, click the drop-down arrow next to the employee’s name in the upper left corner of the screen, then select Change Employee. Select the appropriate employee from the resulting list and proceed to the next step.

  1. 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 report.
    1. Business Purpose – Choose the one that best describes the reimbursement. See Appendix A below 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 report.
      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 report, select ‘Not a Travel Related report’.
    4. Date of departure/return – Dates of UW business travel. Do not include personal vacation days in these dates.
    5. Attachments 
      1. Receipts are required to be electronically attached to the expense report.
      2. In addition, travelers/alternates must attach additional documentation required for an approver/auditor to fully review each claim (e.g., conference agenda, email correspondence explaining unusual circumstances, map to support 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 report.
    6. 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. Any personal time added to the trip must be clearly indicated in the business purpose to validate that only appropriate UW–Madison business expenses are being claimed.
      2. Spell out all acronyms.
      3. Additional notes may be added as needed.
  2. Expense details: This section is where users enter the details of their expenses.
    1. Choose Add expense lines from the Expense Report Action drop-down menu. Users may also choose to add lines from My Wallet or to copy an existing expense report.
    2. Choose the appropriate Expense Type for the expense. See Appendix B below for definitions and further details of expense types.
    3. Payment Type: Choose the appropriate payment type for each expense line:
      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 My Corporate Card. Reimbursement for these expenses will be paid directly to U.S. Bank on behalf of the traveler. See Procedure 3024.4 – Working with My Corporate Card and My Wallet.
    4. 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.
    5. 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).
    6. Red Flags– All red flag error messages must be resolved before an expense report 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 report.
  3. Review and Submit – Alternates and travelers must ensure the accuracy of the expense report 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 report here. For more information on working with Cash Advances, see UW-3025 Cash Advances.
    3. Submit
      1. Current UW employees must submit their own expense reports.
      2. Alternates can submit expense report on behalf of non-employees and recently-terminated employees.

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IV. Contact roles and responsibilities

  • Traveler (employee)/Claimant/Recipient: the person receiving reimbursement. Employees are responsible for submitting their own expense report and following all applicable UW travel policies. An employee may assign an alternate to create and modify an expense report on their behalf, but the employee is ultimately responsible for submitting their own expense reports.
  • Alternate: responsible for creating and submitting expense report on behalf of others. Employees who seek reimbursement can assign an alternate to create and modify expense report for them, but the employee must submit their own. Expense reports for non-employees or recently-terminated employees are created and submitted by alternates.
  • Approver: Upon submission, expense report are first reviewed by an approver. Approvers are responsible for reviewing supporting documentation, reviewing expense report for policy compliance, and reviewing funding being charged.
  • Auditor: Expense reports are reviewed by an auditor after the approver. Auditors are responsible for reviewing expense reports for policy compliance.

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V. Definitions

  • e-Reimbursement: the Expenses module of the Shared Financial System (SFS), used to create, submit, and approve expense report/reimbursement claims.
  • Purchasing Card: University-liability credit card that can be used for travel and non-travel expenses.
  • Corporate Card: individual-liability credit card that can be used for travel and non-travel expenses.
  • 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.
  • 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.

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VI. Appendix

    1. 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.
    2. 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.
        1. 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 report 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 report.
        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. Lodging – Student – track any student lodging expenses for compliance with the Clery Act. This new accounting code should make Clery Act reporting much more efficient.
        1. Description – enter the address of the lodging property.
        2. Number of nights – enter the number of nights stayed.
        3. Merchant – type the name of the lodging property.
        4. How many people – enter the number of students staying in the room.
        5. Expense location – enter the location of the lodging property.
        6. Account codes 2853, 2854, 2855. SFS will automatically select the proper account code (in-state, out-of-state, foreign) based on the REFERENCE selection in the header of the expense report (in-state, out-of-state, foreign).
      15. 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.
      16. 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 report instead.
        4. Account codes 2860, 2861, and 2862.
      17. 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.
      18. 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.
      19. 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.
      20. 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.
      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. 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.
      23. 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.
      24. 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.
      25. Travel Agency Service Fee – for use by Athletics only.
      26. 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.
      27. Travel reduction – reduces the amount of the expense report to a fixed dollar/budget amount for an expense line. Travel reductions cannot be entered by travelers/Alternates; they must be entered by Approvers.
      28. 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.
      29. 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.

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VII.  Related references

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VIII. Revisions

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.
Oct. 4, 2023 – Added Lodging – Student section. Removed Relocation – Direct Moving Costs and Relocation – Temporary Lodging sections.
March 15, 2024 – Clarification added that justification note must indicate any personal time added, to validate only business expenses are being claimed.

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3013.10 Purchasing Card Site Managers – Address Non-Compliance Procedure

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)


Contents

  1. Procedure statement
  2. Who is affected by this procedure
  3. Procedure
  4. Contact roles and responsibilities
  5. Definitions
  6. Related references
  7. Revisions

I. Procedure statement

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.

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II. Who is affected by this procedure

Purchasing cardholders, purchasing card site managers, Divisional Business Office leadership, Purchasing Card Program Administrator.

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III. Procedure

  1. 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.
  2. 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:
    1. If the compliance issue can be resolved by sending the purchasing card transaction back to the cardholder for further information and verification within the Purchasing Card Module (e.g., expanding on a previously provided business purpose, attaching additional required supporting documentation, documenting an attempt to recover sales tax paid in error), enter a request in the Comment field, change the status of the transaction to Staged, and click Save. Wait for the cardholder to re-verify the transaction, review the supporting documentation, and approve as appropriate.
      Note: This exchange between the site manager and the cardholder may take place outside of SFS (e.g., via email); however, it is recommended communications are attached to the transaction or summarized in the Comment field for audit purposes.
    2. If the compliance issue cannot be corrected within the Purchasing Card Module, but follow-up activity is occurring outside of the module (e.g., reimbursing the UW for a personal/non-compliant expense, cardholder acknowledgment of policy requirements for future purchasing activity), complete the Purchasing Card Non-Compliant Transaction Acknowledgement Form and route to the cardholder for review, acknowledgment, and approval. The signed form must be attached to the transaction in the Purchasing Card Module prior to approval.

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IV. Contact Roles and Responsibilities

  • Cardholder: Responsible for responding to site manager requests to ensure compliance with purchasing card policy and procedure.
  • Site manager: Responsible for identifying non-compliance with purchasing card policy and procedure, notifying the cardholder, and ensuring transactions as reconciled in accordance with policy.

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V. Definitions

  • Cardholder: the individual who holds a purchasing card and is responsible for the card and use of it.
  • Non-compliance: any action or purchase which conflicts with purchasing card policy or procedure.
  • Site manager: the individual who manages purchasing cards at the departmental or divisional level.
  • Purchasing Card Non-Compliance Transaction Acknowledgement Form: A form completed and attached to a purchasing card transaction to acknowledge non-compliance and how it was addressed.

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VI. Related References

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VII. Revisions

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

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3017.2 Determining Lodging Maximums Procedure

The University will pay or reimburse actual lodging costs, within the stated maximum rates for the location, when a business trip requires an overnight stay.  The University’s lodging rates are based on rates established by the federal government.  The Lodging & Per Diem Calculator is used to determine lodging rates for specific locations and dates of travel. 

Procedure #3017.2
Rev.: 2
Effective Date:  July 1, 2020

Related Policy: UW-3017 Lodging Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: 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.


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

Lodging and meal and incidental expenses are reimbursed subject to specified rates. Actual costs for lodging are paid or reimbursed up to the specified lodging limits. Meals and incidentals are reimbursed on a per diem basis. Lodging limits and meal and incidental per diem rates can be found by using the UW Lodging and Per Diem Calculator (you must logged in to access the calculator).

See UW-3017 Lodging Policy and UW-3018 Meals and Incidentals Policy for eligibility and allowability details.


II. Who is affected by this procedure

Faculty, staff, students, and non-employees traveling on or arranging University-sponsored travel. 


III. Procedure

  1. Access the Lodging and Per Diem Calculator in SFS.
  2. Select whether or not the trip is for a single day using the “One Day Trip” button.
  3. Select the proper location in the “Location Code” field.  Use the spyglass to see search options.
  4. Enter the departure and return dates in the “From” and “To” fields.
  5. Use the plus and minus signs to add or remove destinations. Note: for multi-destination trips, the proper location for a particular day is where the traveler slept that night except on the last day (the proper location on the last day of the trip is where the traveler departed from on that day).
  6. Fill Grid – use this button to refresh amounts after changes to dates or locations are made.
  7. Start Over – reset all search results.
  8. First/Last Day and Provided Meals – use the Yes/No buttons to mark the first and last day of travel (“yes” by default) and provided meals.  Meal totals update automatically.
  9. Use the button in the corner of the details box(a boxed “x” with a down arrow to export the report to excel.

IV. Contact Roles and Responsibilities

  • Traveler/Travel Arrangers: responsible for reviewing allowable maximums before making lodging arrangements.
  • Approvers/Auditors: responsible for ensuring lodging and meal and incidental expenses are claimed for the proper dates and locations.

V. Definitions

  • Lodging & Per Diem Calculator: A tool developed by UW System Administration to calculate lodging maximums and meal and incidental per diem allowances for specific travel locations and dates.
  • Maximum nightly lodging limit: also referred to as “nightly rate” or “lodging limit”, the maximum nightly lodging limit is the maximum amount, per night, the University will pay or reimburse for lodging expenses. Travelers are reimbursed for actual lodging expenses up to these limits. The rates are determined by the federal government. Nightly rates for domestic, non-Wisconsin lodging facilities is 125% of the federal published rates. Lodging limits are updated annually (October 1st) and vary from location-to-location and month-to-month.
  • Meal and Incidental Expenses (M&IE): per diem rate established by the federal government for meal and incidental reimbursements. Rates vary from location-to-location and month-to-month. Travelers are reimbursed the M&IE per diem amount, less any required deductions, not actual meal expenses.

VI. Related references


VII. Revisions

Procedure Number 3017.2
Date Approved May 8, 2017
Revision Dates July 1, 2020 – Removed references to Fox World Travel; Procedure updated for new lodging and per diem calculator; Updated definitions and links
January 19, 2021 – Updated Procedure Number to 3017.2 from 312.2

3017.1 Making Lodging Reservations Procedure

The University has contracts with various lodging providers in top travel destinations, including within Wisconsin.  University contract rates, which provide opportunities for savings, are only offered within Concur or directly with Fox World Travel agents.  Travelers and travel arrangers are encouraged to take advantage of the contract rates when available at the location of travel.

Procedure #3017.1; Rev. 2 (Effective July 1, 2020)
Related Policy: UW-3017 Lodging Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: 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.


Contents

  1. Procedure statement
  2. Who is affected by this procedure
  3. Procedure
  4. Contact roles and responsibilities
  5. Definitions
  6. Related references
  7. Revisions

I. Procedure statement

Procedures for making lodging reservations via University preferred methods are outlined below. The University has contracts with various lodging providers in top travel destinations, including within Wisconsin. University contract rates, which provide opportunities for savings, are only offered within Concur or directly with the University’s contracted travel agent. Travelers and travel arrangers are encouraged to take advantage of the contract rates when available at the location of travel.

Conference rates are not available in Concur; however, rates found in Concur or with the University’s contracted travel agency may be less than conference rates. Travelers and travel arrangers are expected to explore Concur/the University’s contracted travel agency for their conference hotel(s) prior to finalizing lodging arrangements. Alternatively, travelers and travel arrangers must contact the lodging facility directly or utilize the conference/event link to obtain the conference rate.

Note: This process guarantees a hotel room with the payment mechanism provided, but does not authorize the hotel to charge the credit card used for the reservation.


II. Who is affected by this procedure

Faculty, staff, students, and non-employees traveling on or arranging University-sponsored travel.

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III. Procedure

Making a lodging reservation in Concur

  1. Sign into Concur. If you do not have a Concur profile, you must register first.
  2. Click the Hotel Search icon under Trip Search.
  3. Use the search criteria to define your search by dates of stay and location. Click Search.
  4. On the next screen, indicate the type of traveler the lodging reservation is for (e.g., employee, guest). Then click Next.
  5. The following page will show the maximum nightly rates allowed for the date and location. Ignore the rates shown on this page. These are the base GSA rates used by the Federal government.  UW-Madison allows for lodging up to 125% of these rates. Click Next.
    1. Note: The warning messages which appear next to individual lodging rates on the search results page are accurate based on 125% of the GSA rates.  Travelers should rely on the warning messages, not the rates displayed on this page or in the blue banner that appears above the search results.
  6. Scroll down below the location map and review the available rooms. Locations exceeding the location maximum appear with a warning icon. These locations may not be reserved without a documented justification (e.g. conference hotel, no compliant facilities available in the immediate area). UW System contracted and partner hotels are clearly defined within the UW System Hotel Directory and will display first as “Preferred Hotel for Wisconsin Universities” within Concur search. Travelers are not required to select these locations over others within the location maximum.
    1. Note: If obtaining a cost comparison, take a screen shot of the search criteria and available rooms, and do not proceed to the next step. Retain the cost comparison with the payment mechanism.
  7. Select the desired location by clicking View Rooms. Review the available rooms.
  8. Before selecting a room option, click the Rules and cancellation policy. Review the payment and cancellation requirements. Travelers and arrangers should be mindful of a lodging property’s cancellation policy before selecting a pre-paid option. If a UW-business trip is cancelled for personal reasons outside of the traveler’s control, the traveler is responsible for the lodging expense.
  9. Select the desired room by clicking the rate button.
  10. Review the room reservation, enter hotel preferences and guest information and select a method of payment. Review the rate details and cancellation policy, check the box next to “I agree to the hotel’s rate rules, restrictions, and cancellation policy”, and click Reserve Hotel and Continue.
  11. Review the details of your reservation for accuracy. Click Change to modify the reservation. Click Cancel to cancel the reservation. Click Next to proceed.
  12. The Trip Booking page allows users to name the trip and provide a trip description for easy identification in the trip library. Click Next once trip information has been entered.
  13. Click Confirm Booking to finalize the confirmation.
  14. Upon completion, the user will see a confirmation screen that can be retained for their records. The user will also receive an e-itinerary via email from the University’s contracted travel agency within an hour.

Making a lodging reservation with a Travel Incorporated Consultant

Call (877) 811-9898 to make a lodging reservation or obtain a cost comparison with a Travel Incorporated Consultant.

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IV. Contact Roles and Responsibilities

Traveler/Travel arrangers:

  • Understand and comply with University travel procurement and payment policies.
  • Review allowable maximums prior to making lodging reservations.
  • Retain all required receipts to be submitted with payment mechanism (e.g. Purchasing Card Statement, Expense Reimbursement).

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V. Definitions

  • Concur: web-based travel booking tool utilized by the University of Wisconsin for purchasing airfare and reserving lodging and/or rental vehicles.
  • Cost comparison (lodging): Supporting documentation required with a payment mechanism (e.g. purchasing card, expense reimbursement claim) to justify exceeding a location maximum for lodging.
  • Maximum nightly lodging limit: also referred to as “nightly rate” or “lodging limit”, the maximum nightly lodging limit is the maximum amount, per night, the University will pay or reimburse for lodging expenses. Travelers are reimbursed for actual lodging expenses up to these limits.  The rates are determined by the federal government.  Nightly rates for domestic, non-Wisconsin lodging facilities is 125% of the federal published rates.
  • Most preferred hotels: Hotel properties in which a contract exists between the hotel and the University of Wisconsin System. Use of these properties is preferred, but not required.

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VI. Related references

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VII.  Revisions

Procedure Number 3017.1
Date Approved May 8, 2017
Revision Dates July 1, 2020 – Removed references to Fox World Travel; Updates instructions for new Concur instance administered by Travel, Inc.; Updated definitions and links
January 19, 2021 – Updated Procedure Number to 3017.1 from 312.1

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