Worksheet used to help determine the amount of money possible to refund for business meal expenses.
Business Meal Calculator
Worksheet used to help determine the amount of money possible to refund for business meal expenses.
Reimbursement of fees
Worksheet used to help determine the amount of money possible to refund for business meal expenses.
Worksheet used to help determine the amount of money possible to refund for business meal expenses.
Expenses may be charged to the Wisconsin Foundation Alumni Association (WFAA) when appropriate. E-Reimbursement Approvers are responsible for entering WFAA funding. Upon approval of the expense reimbursement, the claimant receives one payment from the University. Accounting Services then bills WFAA for their portion.
Using Foundation Funding in e-reimbursement
Procedure # 3024.8
Rev.: 1
Effective Date: June 30, 2020
Related Policy: UW-3024 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Allie Demet, expensereimbursement@bussvc.wisc.edu, (608) 263-3525
I. Procedure statement
II. Who is affected by this procedure
III. Procedure
IV. Contact roles and responsibilities
V. Definitions
VI. Related references
VII. Revisions
Expenses may be charged to the Wisconsin Foundation Alumni Association (WFAA) when appropriate. EReimbursement Approvers are responsible for entering WFAA funding. Upon approval of the expense reimbursement, the claimant receives one payment from the University. Accounting Services then bills WFAA for their portion.
Employees who seek reimbursement for out-of-pocket or Corporate Card expenses; alternates who prepare expense reimbursements in eReimbursement; Approvers and Auditors; Divisional Business Officers and others who have approval authority.
A. Expense Report Submission (Traveler/Alternate role)
B. Entering Foundation Funding Information (Approver Role): eReimbursement approvers are responsible for entering WFAA funding information. Claimants, alternates, and auditors do not have this ability.
C. Reimbursement payment: Claimants receive one payment from the University, even for expense reimbursements split between UW and WFAA funding.
D. Billing process: Accounting Services bills WFAA for their portion of e-Reimbursement payments after the reimbursements have been paid.
Procedure Number | 3024.8 |
Date Approved | June 30, 2020 |
Revision Dates | Jan. 19, 2021 – Updated Procedure Number to 3024.8 from 320.8 |
How to Approve and Reconcile a Cash Advance (Approver/Auditor Procedures)
How to Obtain and Reconcile a Cash Advance (Approver/Auditor Procedures)
Procedure # 3025.2
Rev.: 1
Effective Date: October 10, 2018
Related Policy: UW-3025 Cash Advance Policy
Functional Owner: Accounting Services, Business Services
Contact: Expense Reimbursement Program Manager – Allie Demet, expensereimbursement@bussvc.wisc.edu, (608) 263-3525
I. Procedure statement
II. Who is affected by this procedure
III. Procedure
IV. Contact roles and responsibilities
V. Definitions
VI. Related references
VII. Revisions
Employees must first be approved by their Dean’s/Divisional Business Office and their profiles must be activated by Business Services before requesting Cash Advances. Cash Advance requests are submitted through eReimbursement. Employees must fully reconcile Cash Advances within 30 days of the end of the trip.
eReimbursement approvers and auditors.
A. Pre-Approval: Prior to advancement, a Cash Advance Activation Request Form must be submitted to Business Services. This form must be approved by the Department and Division. Once the form has been submitted and the traveler’s profile has been activated, the traveler can request a Cash Advance. Once activated, the traveler’s profile is permanently activated unless the Department or Division specifically requests a traveler to be deactivated.
B. Cash Advance Approval: Cash Advances are approved by an Approver and Auditor. They appear in Approver/Auditor queues with Expense Reimbursements. The level of detail required in a Cash Advance is determined by the department and division.
C. Reconciliation: Cash Advances must be fully reconciled within 30 days of the end of the trip.
D. Auditor Reconciliation: The Auditor of the Cash Advance request must reconcile the deposit in e-Reimbursement to fully close the Cash Advance. The refund check must have been deposited prior to the Auditor’s reconciliation.
A. Travelers – Travelers are responsible for reconciling Cash Advances within 30 days of the end of the trip. Travelers must not seek excessive Cash Advances and must refund any excess advancements promptly. Advanced funds must be used prudently and in accordance with UW travel and purchasing policies. Travelers are responsible for submitting Cash Advance requests in a timely enough fashion to allow for approvals and payment.
B. Approver – Upon submission, Cash Advance requests are first reviewed by an Approver. Approvers are responsible for reviewing supporting documentation, for reviewing Cash Advances for policy compliance, and for reviewing the funding being charged.
C. Auditor – All Cash Advances are reviewed by an Auditor after the Approver. Auditors are responsible for reviewing Cash Advances for policy compliance. Auditors are responsible for reconciling refunded payments related to Cash Advances.
A. Cash Advance – an Expense Report seeking a monetary advancement prior to a trip.
B. Expense Reimbursement – an Expense Report seeking reimbursement for out-of-pocket expenses. Expense Reimbursements must be done to account for use of advanced funds.
Procedure Number | 3025.2 |
Date Approved | October 1, 2018 |
Revision Dates | July 23, 2019 – Updated instructions for depositing refund checks Jan. 19, 2021 – Updated Procedure Number to 3025.2 from 321.2 |
How to Obtain and Reconcile a Cash Advance (Traveler Procedures)
How to Obtain and Reconcile a Cash Advance (Traveler Procedures)
Procedure # 3025.1
Rev.: 1
Effective Date: October 10, 2018
Related Policy: UW-3025 Cash Advance Policy
Functional Owner: Accounting Services, Business Services
Contact: Expense Reimbursement Program Manager – Allie Demet, expensereimbursement@bussvc.wisc.edu, (608) 263-3525
I. Procedure statement
II. Who is affected by this procedure
III. Procedure
IV. Contact roles and responsibilities
V. Definitions
VI. Related references
VII. Revisions
Employees must first be approved by their Dean’s/Divisional Business Office and their profiles must be activated by Business Services before requesting Cash Advances. Cash Advance requests are submitted through e-Reimbursement. Employees must fully reconcile Cash Advances within 30 days of the end of the trip.
Faculty and staff seeking Cash Advances for travel expenses and their alternates.
A. Pre-Approval: Submit a Cash Advance Activation Request Form to Business Services. These forms must be routed through the Dean’s/Divisional Business Office. Once the form has been submitted and the traveler’s profile has been activated, the traveler can request a Cash Advance.
B. Cash Advance Request:
C. Reconciliation: Cash Advances must be fully reconciled within 30 days of the end of the trip.
Procedure Number | 321.1 |
Date Approved | October 1, 2018 |
Revision Dates | Jan. 19, 2021 – Updated Procedure Number to 3025.1 from 321.1 |
All Expense Reimbursements must be submitted within 90 days. Divisional approving authorities can approve payments submitted after 90 days by attaching a signed approval form to the Expense Reimbursement. Upon approval, these Expense Reimbursements are reviewed by Accounting Services and reported as taxable income to the recipient unless the documented circumstances surrounding the Expense Reimbursement made timely submission impossible.
How to Process an Expense Reimbursement not in Compliance with the University’s Accountable Plan Procedure
Procedure #3024.7
Rev.: 1
Effective Date: May 8, 2017
Related Policy: UW-3024 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Allie Demet, expensereimbursement@bussvc.wisc.edu, (608) 263-3525
I. Procedure statement
II. Who is affected by this procedure
III. Procedure
IV. Contact roles and responsibilities
V. Definitions
VI. Related references
VII. Revisions
All expense reimbursements must be submitted within 90 days. Divisional approving authorities can approve payments submitted after 90 days by attaching a signed approval form to the expense reimbursement. Upon approval, these expense reimbursements are reviewed by Accounting Services and reported as taxable income to the recipient unless the documented circumstances surrounding the expense reimbursement made timely submission impossible.
Employees who seek reimbursement for out-of-pocket or Corporate Card expenses; alternates who prepare expense reimbursements in eReimbursement; Approvers and Auditors; Divisional Business Officers and others who have approval authority.
For extenuating circumstances, Deans, Divisional Dean’s Office Directors, or Divisional Business Office Leadership have the authority to grant exceptions for employees to allow for expense reimbursement, under the Accountable Plan, if Expense Reimbursements are submitted later than 90 days. Extenuating circumstances for employees may be defined as a serious illness or other unforeseen emergency out of the control of the employee. Employee negligence is not considered an extenuating circumstance. Employees are not entitled to reimbursement after 90 days. Reimbursements requests should be denied without documented extenuating circumstances.
Expense Reimbursements cannot be submitted for non-employees after 90 days. These payments must be processed on Payment to Individual Reports and will be taxable to the recipients.
Procedure Number | 3024.7 |
Date Approved | May 8, 2017 |
Revision Dates | Jan. 19, 2021 – Updated Procedure Number to 3024.7 from 320.7 |
Expense Reimbursements are routed for approval based on the department code used in the funding string(s). Division Coordinators request updates to the approval matrix as needed.
How to Update Approver and Auditor Roles in e-Reimbursement Procedure
Procedure # 3024.6
Rev.: 1
Effective Date: May 8, 2017
Related Policy: UW-3024 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Allie Demet, expensereimbursement@bussvc.wisc.edu, (608) 263-3525
I. Procedure statement
II. Who is affected by this procedure
III. Procedure
IV. Contact roles and responsibilities
V. Definitions
VI. Related references
VII. Revisions
Expense Reimbursements are routed for approval based on the department code used in the funding string(s). Division Coordinators request updates to the approval matrix as needed.
e-Reimbursement Approvers and Auditors; Division Coordinators
A. Requesting an Approval Matrix: Division Coordinators may request a complete listing of the Approvers, Auditors and Backup Auditors from Accounting Services by emailing expensereimbursement@bussvc.wisc.edu. Include all six-digit department code ranges for those you are requesting (e.g. “Please send me an updated approval matrix for 48xxxx”).
B. Requesting an Update to the Approval Matrix: return the approval matrix spreadsheet to expensereimbursement@bussvc.wisc.edu noting which changes are to be made. All requests must be made by a Division Coordinator.
C. Guidelines for Approval Roles: Employees serving in any approval role must have taken Expense Reimbursement for Approvers/Auditors – Beginner Level training.
Procedure Number | 3024.6 |
Date Approved | May 8, 2017 |
Revision Dates | Jan. 19, 2021 – Updated Procedure Number to 3024.6 from 320.6 |
Non-employees are reimbursed for out-of-pocket travel expenses through e-Reimbursement. Expense Reimbursements for non-employees must be created and submitted by Alternates. Non-employees are paid via paper check unless they are setup to receive a wire transfer.Non-employee Profile Setup Forms are routed through the Dean’s Office or Divisional Business Office to the UW-Madison Travel Office. Alternates are notified via email when the non-employee profile is complete and they can being preparing Expense Reimbursements.Non-employees are subject to the same travel and reimbursement policies as employees.
How to Reimburse Non-Employees Procedure
Procedure # 3024.5
Rev.: 1
Effective Date: May 8, 2017
Related Policy: UW-3024 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Allie Demet, expensereimbursement@bussvc.wisc.edu, (608) 263-3525
I. Procedure statement
II. Who is affected by this procedure
III. Procedure
IV. Contact roles and responsibilities
V. Definitions
VI. Related references
VII. Revisions
Non-employees are reimbursed for out-of-pocket travel expenses through e-Reimbursement. Expense Reimbursements for non-employees must be created and submitted by Alternates. Non-employees are paid via paper check unless they are setup to receive a wire transfer.
Non-employee Profile Setup Forms are created in SFS/e-Reimbursement and routed to the UW–Madison Travel Office. Alternates are notified via email when the non-employee profile is complete and they can begin preparing Expense Reimbursements.
Non-employees are subject to the same travel and reimbursement policies as employees.
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.
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. Creating a new non-employee profile or updating information on an existing non-employee profile
C. 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.
D. Requesting payment via wire transfer – Non-employee payments must be made via wire transfer when the address is outside of the United State or Canada.
Procedure Number | 3024.5 |
Date Approved | May 8, 2017 |
Revision Dates | Dec. 6, 2019 – Updated links Jan. 19, 2021 – Updated Procedure Number to 3024.5 from 320.5 |
The My Corporate Card is a personal-liability credit card that can be used to pay for UW business-related expenses. Purchases made using My Corporate Card appear in the user’s My Wallet in e-Reimbursement. This procedure details how to use e-Reimbursement to account for your My Corporate Card activity.
Working with My Corporate Card and My Wallet Procedure
Procedure # 3024.4
Rev.:
Effective Date:
Related Policy: UW-3024 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Allie Demet, expensereimbursement@bussvc.wisc.edu, (608) 263-3525
I. Procedure statement
II. Who is affected by this procedure
III. Procedure
IV. Contact roles and responsibilities
V. Definitions
VI. Related references
VII. Revisions
The My Corporate Card is a personal-liability credit card that can be used to pay for UW business-related expenses. Purchases made using My Corporate Card appear in the user’s My Wallet in e-Reimbursement. This procedure details how to use e-Reimbursement to account for your My Corporate Card activity.
A. Viewing your My Corporate Card activity in My Wallet
B. Accounting for Corporate Card expenses in e-Reimbursement
C. Payment
D. Corporate Card Reconciliation
A. Traveler/User/Cardholder: responsible for ensuring timely reconciliation and payment of their Corporate Card balance.
Procedure Number | 3024.4 |
Date Approved | |
Revision Dates | Jan. 19, 2021 – Updated Procedure Number to 3024.4 from 320.4 |
Payments are processed within 3-5 business days of an Expense Reimbursement’s final approval. Employees who receive their paychecks via direct deposit will receive their reimbursement payments via direct deposit as well. The payment will be a separate deposit from the employee’s regular paycheck. Non-employees and employees who do not have direct deposit will receive a check in the mail.
Receiving my Reimbursement Payment Procedure
Procedure #3024.3
Rev.: 1
Effective Date: May 8, 2017
Related Policy: 3024 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Allie Demet, expensereimbursement@bussvc.wisc.edu, (608) 263-3525
I. Procedure statement
II. Who is affected by this procedure
III. Procedure
IV. Contact roles and responsibilities
V. Definitions
VI. Related references
VII. Revisions
Payments are processed within 3-5 business days of an Expense Reimbursement’s final approval. Employees who receive their paychecks via direct deposit will receive their reimbursement payments via direct deposit as well. The payment will be a separate deposit from the employee’s regular paycheck. Non-employees and employees who do not have direct deposit will receive a check in the mail.
A. How to use e-Reimbursement to Find Information on Reimbursement Payments
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.
A. Traveler (employee)/Claimant/Recipient – the person receiving reimbursement. Employees are responsible for submitting their own Expense Reimbursements in a timely fashion and following all applicable UW travel policies. An employee may assign an Alternate to create and modify an Expense Reimbursement on their behalf, but the Employee is ultimately responsible for submitting their own Expense Reimbursements.
B. Approver – Upon submission, Expense Reimbursements are first reviewed by an Approver. Approvers are responsible for reviewing supporting documentation, reviewing Expense Reimbursements for policy compliance, and reviewing funding being charged.
C. Auditor – Expense Reimbursements are reviewed by an Auditor after the Approver. Auditors are responsible for reviewing Expense Reimbursements for policy compliance.
Procedure Number | 3024.3 |
Date Approved | May 8, 2017 |
Revision Dates | Jan. 19, 2021 – Updated Procedure Number to 3024.3 from 320.3 |
Alternates can create Expense Reimbursements on behalf of employees and non-employees and can submit Expense Reimbursements on behalf of non-employees and recently-terminated employees. Current employees must submit their own Expense Reimbursements, even if they were created by an Alternate.
How to Assign an Alternate Procedure
Procedure #3024.2
Rev.: 1
Effective Date: May 8, 2017
Related Policy: UW-3024 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Allie Demet, expensereimbursement@bussvc.wisc.edu, (608) 263-3525
I. Procedure statement
II. Who is affected by this procedure
III. Procedure
IV. Contact roles and responsibilities
V. Definitions
VI. Related references
VII. Revisions
Alternates can create Expense Reimbursements on behalf of employees and non-employees and can submit Expense Reimbursements on behalf of non-employees and recently-terminated employees. Current employees must submit their own Expense Reimbursements, even if they were created by an Alternate.
Current employees are responsible for adding and deleting their own Alternates. The UW-Madison Travel Office will not assign Alternates for current employees.
Employees who seek reimbursement for out-of-pocket or Corporate Card expenses; alternates who prepare expense reimbursements in e-Reimbursement.
A. For Employees
B. For Non-Employees
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.
A. Traveler (employee)/Claimant/Recipient – the person receiving reimbursement. Employees are responsible for submitting their own Expense Reimbursements in a timely fashion and following all applicable UW travel policies. An employee may assign an Alternate to create and modify an Expense Reimbursement on their behalf, but the Employee is ultimately responsible for submitting their own Expense Reimbursements.
B. Alternate – responsible for creating and submitting Expense Reimbursements on behalf of others. Employees who seek reimbursement can assign an Alternate to create and modify Expense Reimbursements for them, but the Employee must submit their own. Expense Reimbursements for Non-Employees or recently-terminated Employees are created and submitted by Alternates.
C. Division Coordinator – responsible for submitting Non-Employee Profile Setup Forms and Non-Employee Profile Change Requests.
Procedure Number | 3024.2 |
Date Approved | May 8, 2017 |
Revision Dates | Jan. 19, 2021 – Updated Procedure Number to 3024.2 from 320.2 |