Reimbursement

Procedure # 3024.8; Rev.: 1 (Effective 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

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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

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 report, the claimant receives one payment from the University. Accounting Services then bills WFAA for their portion.

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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 System (SFS)/e-Reimbursement; approvers and auditors; Divisional Business Officers and others who have approval authority.

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III. Procedure

1. Expense Report Submission (Traveler/Alternate role)
   1. For expenses with food and/or drinks, claimants/alternates must enter the number of attendees and their names into e-Reimbursement. This is required for the “Meal-Hosted” and “Event-Catering” expense types (PDF).  When entering expenses:
      1. Enter the total number of attendees in the “How many people” field.
      2. A list of meeting participants for whom expenses are to be covered, indicating name and affiliation, i.e., institution, state agency, business, etc. must be attached to the expense report. Alternately, meeting participants’ names and affiliations may be listed in the “Add Additional Attendees” link within the expense line
   2. Claimants submit expense reports without entering WFAA funding. Include in the justification notes the amount being charged to WFAA and the name and number of the WFAA account, if known.
2. Entering Foundation Funding Information (Approver Role)
   1. e-Reimbursement approvers are responsible for entering WFAA funding information. Claimants, alternates, and auditors do not have this ability.
   2. Access the expense line funding for the expense being charged to WFAA funding.
      1. While in the summary view of an expense report in your approval queue, click the Expense Details link.
      2. View the expense line funding by expanding the two grey arrows. The first is to the left of the expense date, the second is above “Accounting Details”.
   3. If expense is split between UW funding and WFAA funding, add additional funding lines as needed. Funding lines are added by using the plus sign at the far right end of the funding string (may require using the scroll bar below the funding string).
      1. Expenses must be split at the funding line level within one expense line. Do not enter multiple expense lines for the same expense.
      2. For Hosted Events and Business Meals, alcohol and meal overages must be split onto separate funding lines. Meal expenses which include alcohol and meal overages will have three funding lines.
         1. Portion allowable on UW funding
         2. Alcohol to WFAA
         3. Meal overages charged to WFAA
   4. For WFAA funding lines, change the account code to 6240. Hit tab. Click the “Foundation” link that appears at the far left of the funding string.
      1. UW Fund Account Type: leave as “UW Foundation” unless instructed to change by Athletics Business Office.
      2. UW Foundation Account Number: enter the 9-digit WFAA account number.
      3. Account Description: enter the title of the WFAA account.
      4. Reason for Foundation Use: enter justification for why WFAA funding is appropriate and/or UW funding is not appropriate.
      5. Click “OK”
   5. Enter any other relevant information in the Description box of the expense line. This Description box and the “Reason for Foundation Use” box are the only justifications WFAA has access to when reviewing these expenses. The billing process may be delayed if necessary information is included elsewhere in the expense report.
3. Reimbursement payment
   1. Claimants receive one payment from the University, even for expense reports split between UW and WFAA funding.
4. Billing process
   1. Accounting Services bills WFAA for their portion of e-Reimbursement payments after the reimbursements have been paid. Even though these WFAA expenses have already been reimbursed to the claimant, WFAA has the final authority to deny any submitted non-compliant expenses for payment, which could require reimbursement from the claimant.

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IV. Contact roles and responsibilities

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

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V. Definitions

• Claimant: individual claiming reimbursement for expenses.
• Alternate: individual granted authority to enter expense reports on behalf of a claimant.
• Approver: the first reviewer of expense reports , also known as “Required Departmental Approver.”
• Auditor: the final expense report reviewer, also known as “Required Final Approver.”
• WFAA: Wisconsin Foundation and Alumni Association. WFAA is a separate, non-profit entity which solicits and accepts gifts on behalf of the University and invests and protects those gift funds until needed by the University.
• e-Reimbursement: the Expenses module of the Shared Financial System (SFS), used to create, submit, and approve expense report claims.
• Expense report: An 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.

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VI. Related references

• How to Create, Modify and Submit an Expense Reimbursement in e-Reimbursement
• Wisconsin Foundation and Alumni Association Website
• Hosted Events webpage (DoBS)
• UW-3039 Business Meals Policy
• UW-3075 Official Functions and Expenses Policy
• Requesting Gift Funds from WFAA
• How to Make Expenditures from WFAA Accounts
• Gifts webpage (DoBS)

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VII.  Revisions

Procedure Number	3024.8
Date Approved	June 30, 2020
Revision Dates	Jan. 19, 2021 – Updated Procedure Number to 3024.8 from 320.8

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Procedure #3024.7; 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 Demet, expensereimbursement@bussvc.wisc.edu, (608) 263-3525

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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

All expense reports 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 report. Upon approval, these expense reports are reviewed by Accounting Services and reported as taxable income to the recipient, unless the documented circumstances surrounding the expense report made timely submission impossible.

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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 System (SFS)/e-Reimbursement; Approvers and Auditors; Divisional Business Officers and others who have approval authority.

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III.   Procedure

1. Expense report submission
   1. Employees submit non-compliant expense reports in the same way as compliant expense reports.
   2. SFS/e-Reimbursement requires a note justifying each expense line that is over 90 days old.
2. Accountable plan exception request form
   1. 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 reports 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.  Reimbursement requests should be denied without documented extenuating circumstances.
      1. The Accountable Plan Exception Request form must be signed by the claimant and divisional leadership.
      2. The form must be electronically attached to the expense reports.
3. Accounting Services’ review
   1. Once fully approved, all expense reports submitted after 90 days get reviewed by Accounting Services.
   2. All non-compliant expense reports are reported as taxable income to the recipient, unless circumstances surrounding the expense report made timely submission impossible. Extenuating circumstances must be documented to the extent possible.
4. Non-employees
   1. Expense reports cannot be submitted for non-employees after 90 days. These payments must be processed on Payment to Individual Reports (PIR) and will be taxable to the recipients.

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IV. Contact roles and responsibilities

• Traveler (employee)/claimant: responsible for submitting expense reports in a timely fashion.
• Dean’s/Divisional Business Office Leadership: responsible for approving or denying non-compliant reimbursement requests.

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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.
• Expense report: An 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.

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VI. Related references

• UW-3024 Expense Reimbursement Policy

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VII.  Revisions

Procedure Number	3024.7
Date Approved	May 8, 2017
Revision Dates	Jan. 19, 2021 – Updated Procedure Number to 3024.7 from 320.7

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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 Demet, expensereimbursement@bussvc.wisc.edu, (608) 263-3525

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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

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.

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II. Who is affected by this procedure

e-Reimbursement approvers and auditors; Division Coordinators.

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III. Procedure

1. Requesting an Approval Matrix
   1. 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”).
2. Requesting an update to the Approval Matrix
   1. 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.
3. Guidelines for Approval Roles
   1. Employees serving in any approval role must have taken Expense Reimbursement – Approver/Auditor 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

• UW-3024 Expense Reimbursement Policy

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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

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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 Demet, expensereimbursement@bussvc.wisc.edu, (608) 263-3525

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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

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/Draft 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

• UW-3015 University Travel Policy
• UW-3024 Expense Reimbursement Policy
• Procedure 3024.1 – Creating and Submitting an Expense Reimbursement
• Outgoing Wire/Draft Form

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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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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 Demet, expensereimbursement@bussvc.wisc.edu, (608) 263-3525

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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. 
      2. 
   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

• UW-3014 My Corporate Card Policy
• Procedure 3014.1 – My Corporate Card Application and Account Management
• Procedure 3024.1 – Creating and Submitting Expense Reimbursements in e-Reimbursement

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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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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 Demet, expensereimbursement@bussvc.wisc.edu, (608) 263-3525

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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

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

• UW-3024 Expense Reimbursement Policy

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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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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 Demet, expensereimbursement@bussvc.wisc.edu, (608) 263-3525

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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

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

• UW-3024 Expense Reimbursement Policy
• Procedure 3024.5 – How to Reimburse Non-Employees
• Working as an Alternate webpage

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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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