320.8 Using Foundation Funding in e-Reimbursement

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 # 320.8
Rev.: 1
Effective Date: June 30, 2020

Related Policy: 320 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Graig Brooks (608) 262-8691


Contents

I. Procedure Statement
II. Who is Affected by this Procedure
III. Procedure
IV. Contact Roles and Responsibilities
V. Definitions
VI. Related References
VII. Revisions


I. Procedure Statement

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.


II. Who is Affected by This Procedure

Employees who seek reimbursement for out-of-pocket or Corporate Card expenses; alternates who prepare expense reimbursements in e-Reimbursement; Approvers and Auditors; Divisional Business Officers and others who have approval authority.


III.   Procedure

A. 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.  When entering expenses:
    1. Enter the total number of attendees in the “How many people” field.
    2. Enter the names and affiliations of the attendees in the “Add Additional Attendees” box.
      1. For events with 20 or fewer attendees, enter all attendees here. A list attached to the expense report is not sufficient.
      2. For events with more than 20 attendees, enter at least the names and affiliations of all attendees from the University. Attendees from outside organizations may be listed in an attachment.
  2. Claimants submit expense reimbursements 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.

B. Entering Foundation Funding Information (Approver Role): e-Reimbursement approvers are responsible for entering WFAA funding information. Claimants, alternates, and auditors do not have this ability.

  1. Access the expense line funding for the expense being charged to WFAA funding.
    1. While in the summary view of an expense reimbursement 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”.
  2. 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
  3. 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”
  4. 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 reimbursement.

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.


IV. Contact Roles and Responsibilities

  1. 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.
  2. 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.
  3. Accounting Services: Responsible for reviewing WFAA expenses, billing expenses to WFAA and processing payments from WFAA.

 


V. Definitions

  1. Claimant: individual claiming reimbursement for expenses.
  2. Alternate: individual granted authority to enter expense reimbursements on behalf of a claimant.
  3. Approver: the first reviewer of expense reimbursements, also known as “Required Departmental Approver.”
  4. Auditor: the final expense reimbursement reviewer, also known as “Required Final Approver.”
  5. 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.
  6. E-Reimbursement: the University’s web-based expense reimbursement submission and review tool.

VI. Related References


VII.  Revisions

Procedure Number 320.8
Date Approved
Revision Dates

 

 

321.2 How to Approve and Reconcile a Cash Advance (Approver/Auditor Procedures)

321.2 How to Approve and Reconcile a Cash Advance (Approver/Auditor Procedures)

How to Obtain and Reconcile a Cash Advance (Traveler Procedures)
Procedure # 321.2
Rev.: 1
Effective Date: October 10, 2018

Related Policy: 321 -Cash Advances
Functional Owner: Accounting Services, Business Services
Contact: Expense Reimbursement Program Manager – Graig Brooks (608) 262-8691


Contents

I. Procedure Statement
II. Who is Affected by this Procedure
III. Procedure
IV. Contact Roles and Responsibilities
V. Definitions
VI. Related References
VII. Revisions


I. Procedure Statement

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.


II. Who is affected by this Procedure

e-Reimbursement Approvers and Auditors


III. Procedure

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.

  1. Traveler Submits Expense Reimbursement: Travelers must submit an Expense Reimbursement to account for the use of advanced funds.  Expenses post to the general ledger after the Expense Reimbursement is approved; expenses do not post when the Cash Advance is approved.
  2. Refund of Excess Advanced Funds: Travelers must promptly refund any unused advanced funds to the University.  Deposits must be made to the funding used in the Cash Advance.
    • Identify the funding string used on the Cash Advance:
      • Sign into WISDM.
      • Navigate to Main Menu > Other > Transaction Search.
      • Complete the search criteria as follows:
        • Select the Fiscal Year and Accounting Period in which the Cash Advance was paid.
        • Change the Dept drop-down menu to starts with and enter the traveler’s Division code (e.g. 48 for L&S).
        • Change the Account drop-down menu to is exactly and enter account code 6166.
        • Change the Description drop-down menu to is exactly and enter the traveler’s Employee ID.
        • Check the Show Balance Account
    • Click Submit.
    • Find the original cash advance payment by locating the Cash Advance ID in the Jrnl Line Ref column and the total sum of the cash advance in the Monetary Amt column. Use this funding string to deposit the refund payment.
  • Submit a Check Deposit Form
      1. Use the funding string identified in the step above.

3.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.

    1. Sign into e-Reimbursement, click the Expenses WorkCenter tile.
    2. Select Reconcile Cash Advance from the Cash Advance submenu. Select the proper Cash Advance from the list.
    3. Enter the check number and the amount of refunds received. Click Reconcile.

IV. Contact Roles and Responsibilities

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.


V. Definitions

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.


VI. Related References


VII. Revisions

Procedure Number

321.2

Date Approved

October 1, 2018

Revision Dates

7/23/19

Updated instructions for depositing refund checks

321.1 How to Obtain and Reconcile a Cash Advance (Traveler Procedures)

How to Obtain and Reconcile a Cash Advance (Traveler Procedures)

How to Obtain and Reconcile a Cash Advance (Traveler Procedures)
Procedure # 321.1
Rev.: 1
Effective Date: October 10, 2018

Related Policy: 321 -Cash Advances
Functional Owner: Accounting Services, Business Services
Contact: Expense Reimbursement Program Manager – Graig Brooks (608) 262-8691


Contents

I. Procedure Statement
II. Who is Affected by this Procedure
III. Procedure
IV. Contact Roles and Responsibilities
V. Definitions
VI. Related References
VII. Revisions


I. Procedure Statement

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.


II. Who is affected by this Procedure

Faculty and staff seeking Cash Advances for travel expenses and their alternates


III. Procedure

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:

  1. Sign into e-Reimbursement, click the Expenses WorkCenter tile.
  2. Select Create/Modify Cash Advance from the Cash Advance submenu.
  3. Click Add.  If you are an alternate requesting a cash advance for a different traveler, enter their employee ID before clicking Add. If you receive an error message, ensure your travel profile has been properly activated in step A.
  4. Enter header information, justification, and add any attachments to the Cash Advance.
  5. In the descriptions area, enter expense descriptions or select from pre-existing expense types.  The amount of expense line detail required will vary by department and division.

C.Reconciliation: Cash Advances must be fully reconciled within 30 days of the end of the trip.

  1. Submit an Expense Reimbursement:  Account for the use of advanced funds by submitting an Expense Reimbursement.  On the Review and Submit page, there will be a menu showing your available Cash Advances.  Apply either the full amount of the Expense Reimbursement or the full amount of the Cash Advance, whichever is lower.  You will receive a notification if an amount is due back to the University.
  2. Refund Excess Advanced Funds: Any advanced funds not utilized must be promptly refunded to the University.  Travelers must submit a check to their departmental or divisional business office for deposit.

IV. Contact Roles and Responsibilities

  1. 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.

V. Definitions

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.


VI. Related References


VII. Revisions

Procedure Number

321.1

Date Approved

October 1, 2018

Revision Dates

321 Cash Advances

Employees may request a Cash Advance to cover travel-related expenses when other payment methods are not available or practical.

UW-Madison Administrative Policy
Policy # 330

Effective Date: October 5, 2015
Last Updated: July 1, 2019
Last Reviewed: July 1, 2019
Next Review: Jan 1, 2020

Functional Owner: Controller, Division of Business Services, Dan Langer
Executive Sponsor: Controller, Division of Business Services, Dan Langer
Policy Contact: Expense Reimbursement Program Manager, Division of Business Services, Graig Brooks graig.brooks@wisc.edu


Policy Summary

Employees may request a Cash Advance to cover travel-related expenses when other payment methods are not available or practical.  Employees must submit an Expense Reimbursement after travel to account for their expenses.  Any excess Advance must be refunded to the University.  Cash Advances must be fully reconciled within 30 days of the end of the trip.


Who This Policy Applies To

Faculty and staff seeking Cash Advances for travel expenses; staff approving and auditing Cash Advances


Rationale

The Cash Advance policy is designed to ensure Cash Advances are disbursed to approved recipients and reconciled in a timely fashion.


Policy Detail

I.Appropriate Use. Travelers may request a Cash Advance only if no other payment options are available or practical.  Employees may not have multiple outstanding Cash Advances at one time.

II. Approvals. In order to obtain a Cash Advance, employees must be approved by the Divisional Business Office and their account activated by Accounting Services.

III Limits. For individual travel, e-Reimbursement Cash Advances may not exceed 80% of the estimated expenses to be paid by the traveler.  Advances for group travel may equal 100% of the estimated expenses.

IV. Reconciliation. Cash Advances must be fully reconciled within 30 days of the end of the trip.

  • Traveler Responsibilities. Travelers must submit an Expense Reimbursement to account for the use of the advanced funds.  If advanced funds exceed actual expenses, the traveler must write a check back to the University for the difference.
  • Auditor Responsibilities. The Auditor who approved the Cash Advance is responsible for reconciling refund checks and ensuring they are deposited properly.

 


Consequences for Noncompliance

Failure to comply with UW-Madison Expense Reimbursement policy may result in disciplinary steps, up to and including dismissal.


Supporting Tools

e-Reimbursement: https://portal.sfs.wisconsin.edu 


Definitions

  1. Cash Advance – an Expense Report seeking a monetary advancement prior to a trip.
  2. Expense Reimbursement – an Expense Report seeking reimbursement for out-of-pocket expenses. Expense Reimbursements must be done to account for use of advanced funds.

Responsibilities

  1. 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.
  2. 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.
  3. 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.

 


Link to Related Policies


Revisions

Policy Number: 330
Date Approved: July 1, 2019
Revision Dates:

320.7 How to Process an Expense Reimbursement not in Compliance with the University’s Accountable Plan Procedure

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 # 320.7
Rev.: 1
Effective Date: May 8, 2017

Related Policy: 320 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Graig Brooks (608) 262-8691


Contents

I. Procedure Statement
II. Who is Affected by this Procedure
III. Procedure
IV. Contact Roles and Responsibilities
V. Definitions
VI. Related References
VII. Revisions


I. Procedure Statement

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.


II. Who is Affected by This Procedure

Employees who seek reimbursement for out-of-pocket or Corporate Card expenses; alternates who prepare expense reimbursements in e-Reimbursement; Approvers and Auditors; Divisional Business Officers and others who have approval authority.


III.   Procedure

A. Expense Report Submission

  1. Employees submit non-compliant Expense Reimbursements the same way as compliant Expense Reimbursements.
  2. E-Reimbursement requires a note justifying each expense line that is over 90 days old.

 

B. Accountable Plan Exception Request Form – 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.

  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 Reimbursement.

 

C. Accounting Services’ Review

  1. Once fully approved, all Expense Reimbursements submitted after 90 days get reviewed by Accounting Services.
  2. All non-compliant Expense Reimbursements are reported as taxable income to the recipient unless circumstances surrounding the Expense Reimbursement made timely submission impossible. Extenuating circumstances must be documented to the extent possible.

 

D. Non-Employees – 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.


IV. Contact Roles and Responsibilities

A. Traveler (employee)/claimant: responsible for submitting Expense Reimbursements in a timely fashion.

B. Dean’s/Divisional Business Office Leadership: responsible for approving or denying non-compliant reimbursement requests.


V. Definitions

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

B. Expense Reimbursement: an Expense Report seeking reimbursement for out-of-pocket expenses.


VI. Related References

  • Policy 320 – Expense Reimbursement

VII.  Revisions

Procedure Number 320.7
Date Approved May 8, 2017
Revision Dates

320.6 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.

How to Update Approver and Auditor Roles in e-Reimbursement Procedure
Procedure # 320.6
Rev.: 1
Effective Date: May 8, 2017

Download 320.6 How to Update Approver and Auditor Roles in e-Reimbursement Procedure (pdf)

Related Policy: 320 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Graig Brooks (608) 262-8691


Contents

I. Procedure Statement
II. Who is Affected by this Procedure
III. Procedure
IV. Contact Roles and Responsibilities
V. Definitions
VI. Related References
VII. Revisions


I. Procedure Statement

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.


II. Who is Affected by This Procedure

e-Reimbursement Approvers and Auditors; Division Coordinators


III.   Procedure

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.

  1. Approvers
    1. Approvers are pooled. Multiple Approvers can be added to the same department range and 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: Auditors are not pooled.  If multiple Auditors are setup for the same department, Expense Reimbursements 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 Reimbursement training and may serve in any approval role on a sporadic basis.

IV. Contact Roles and Responsibilities

A. 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.

B. Auditor: Expense Reimbursements are reviewed by an Auditor after the Approver. Auditors are responsible for reviewing Expense Reimbursements for policy compliance.

C. Division Coordinator: responsible for submitting approval matrix update requests.


V. Definitions

A. Approval Matrix: the full list of all Approvers, Auditors and Backup Auditors for a specified department range.


VI. Related References

  • Policy 320 – Expense Reimbursement

VII.  Revisions

Procedure Number 320.6
Date Approved May 8, 2017
Revision Dates  

 

 

320.5 How to Reimburse Non-Employees Procedure

Non-employees are reimbursed for out-of-pocket travel expenses through e-Reimbursement.  Expense Reimbursements for non-employees must be created and submitted by Alternates.  Non-employees are paid via paper check unless they are setup to receive a wire transfer.Non-employee Profile Setup Forms are routed through the Dean’s Office or Divisional Business Office to the UW-Madison Travel Office.  Alternates are notified via email when the non-employee profile is complete and they can being preparing Expense Reimbursements.Non-employees are subject to the same travel and reimbursement policies as employees.

How to Reimburse Non-Employees Procedure
Procedure # 320.5
Rev.: 1
Effective Date: May 8, 2017

Related Policy: 320 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Graig Brooks (608) 262-8691


Contents

I. Procedure Statement
II. Who is Affected by this Procedure
III. Procedure
IV. Contact Roles and Responsibilities
V. Definitions
VI. Related References
VII. Revisions


I. Procedure Statement

Non-employees are reimbursed for out-of-pocket travel expenses through e-Reimbursement.  Expense Reimbursements for non-employees must be created and submitted by Alternates.  Non-employees are paid via paper check unless they are setup to receive a wire transfer.

Non-employee Profile Setup Forms are routed through the Dean’s Office or Divisional Business Office to the UW-Madison Travel Office.  Alternates are notified via email when the non-employee profile is complete and they can being preparing Expense Reimbursements.

Non-employees are subject to the same travel and reimbursement policies as employees.


II. Who is Affected by This Procedure

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


III.   Procedure

A. Finding an existing Non-Employee Profile: Before requesting a new non-employee profile, check if one already exists for the recipient.  If one does exist, use this search to find the non-employee ID and ensure the recipient’s address is correct.

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

Non-employee profiles do not expire.  The same non-employee profile should be used for the same recipient, even if it was originally setup by a different department.  Avoid creating duplicate non-employee profiles for the same person.

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

C. Creating a New Non-Employee Profile

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

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

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

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

IV. Contact Roles and Responsibilities

A. Alternate: responsible for creating and submitting Expense Reimbursements on behalf of others. Employees who seek reimbursement can assign an Alternate to create and modify Expense Reimbursements for them, but the Employee must submit their own.  Expense Reimbursements for Non-Employees or recently-terminated Employees are created and submitted by Alternates.

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


V. Definitions

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

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


VI. Related References


VII.  Revisions

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

 

320.4 Working with My Corporate Card and My Wallet Procedure

The My Corporate Card is a personal-liability credit card that can be used to pay for UW business-related expenses.  Purchases made using My Corporate Card appear in the user’s My Wallet in e-Reimbursement.  This procedure details how to use e-Reimbursement to account for your My Corporate Card activity.

Working with My Corporate Card and My Wallet Procedure
Procedure # 320.4
Rev.:
Effective Date:

Related Policy: 320 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Graig Brooks (608) 262-8691


Contents

I. Procedure Statement
II. Who is Affected by this Procedure
III. Procedure
IV. Contact Roles and Responsibilities
V. Definitions
VI. Related References
VII. Revisions


I. Procedure Statement

The My Corporate Card is a personal-liability credit card that can be used to pay for UW business-related expenses. Purchases made using My Corporate Card appear in the user’s My Wallet in e-Reimbursement. This procedure details how to use e-Reimbursement to account for your My Corporate Card activity.


II. Who is Affected by This Procedure

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


III. Procedure

A. Viewing your My Corporate Card activity in My Wallet

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

 

B. Accounting for Corporate Card expenses in e-Reimbursement

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

 

C. Payment

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

 

D. Corporate Card Reconciliation

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

IV. Contact Roles and Responsibilities

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


V. Definitions

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

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


VI.  Related References


VII. Revisions

Procedure Number 320.4
Date Approved
Revision Dates

 

 

320.3 Receiving my Reimbursement Payment Procedure

Payments are processed within 3-5 business days of an Expense Reimbursement’s final approval.  Employees who receive their paychecks via direct deposit will receive their reimbursement payments via direct deposit as well.  The payment will be a separate deposit from the employee’s regular paycheck.  Non-employees and employees who do not have direct deposit will receive a check in the mail.

Receiving my Reimbursement Payment Procedure
Procedure # 320.3
Rev.: 1
Effective Date: May 8, 2017

Download 320.3 Receiving my Reimbursement Payment Procedure (pdf)

Related Policy: 320 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Graig Brooks (608) 262-8691


Contents

I. Procedure Statement
II. Who is Affected by this Procedure
III. Procedure
IV. Contact Roles and Responsibilities
V. Definitions
VI. Related References
VII. Revisions


I. Procedure Statement

Payments are processed within 3-5 business days of an Expense Reimbursement’s final approval.  Employees who receive their paychecks via direct deposit will receive their reimbursement payments via direct deposit as well.  The payment will be a separate deposit from the employee’s regular paycheck.  Non-employees and employees who do not have direct deposit will receive a check in the mail.


II. Who is Affected by This Procedure

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


III. Procedure

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

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

 

B. Reissuing Payment: Payments made via check can be cancelled and reissued by filling out a Check Action Form.  To allow time for the check to arrive, Check Action Forms can only be submitted at least 30 days after the payment date.


IV. Contact Roles and Responsibilities

A. Traveler (employee)/Claimant/Recipient: the person receiving reimbursement. Employees are responsible for submitting their own Expense Reimbursements in a timely fashion and following all applicable UW travel policies.  An employee may assign an Alternate to create and modify an Expense Reimbursement on their behalf, but the Employee is ultimately responsible for submitting their own Expense Reimbursements.

B. Approver: Upon submission, Expense Reimbursements are first reviewed by an Approver. Approvers are responsible for reviewing supporting documentation, reviewing Expense Reimbursements for policy compliance, and reviewing funding being charged.

C. Auditor: Expense Reimbursements are reviewed by an Auditor after the Approver. Auditors are responsible for reviewing Expense Reimbursements for policy compliance.


V. Definitions

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

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

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


VI. Related References

  • Policy 320 – Expense Reimbursement

VII.  Revisions

Procedure Number 320.3
Date Approved May 8, 2017
Revision Dates

 

320.2 How to Assign an Alternate Procedure

Alternates can create Expense Reimbursements on behalf of employees and non-employees and can submit Expense Reimbursements on behalf of non-employees and recently-terminated employees.  Current employees must submit their own Expense Reimbursements, even if they were created by an Alternate.

How to Assign an Alternate Procedure
Procedure # 320.2
Rev.: 1
Effective Date: May 8, 2017

Related Policy: 320 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Graig Brooks (608) 262-8691


Contents

I. Procedure Statement
II. Who is Affected by this Procedure
III. Procedure
IV. Contact Roles and Responsibilities
V. Definitions
VI. Related References
VII. Revisions


I. Procedure Statement

Alternates can create Expense Reimbursements on behalf of employees and non-employees and can submit Expense Reimbursements on behalf of non-employees and recently-terminated employees.  Current employees must submit their own Expense Reimbursements, even if they were created by an Alternate.

Current employees are responsible for adding and deleting their own Alternates.  The UW-Madison Travel Office will not assign Alternates for current employees.


II. Who is Affected by This Procedure

Employees who seek reimbursement for out-of-pocket or Corporate Card expenses; alternates who prepare expense reimbursements in e-Reimbursement.


III.   Procedure

A. For Employees

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

 

B. For Non-Employees

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

 

C. For Recently-Terminated Employees – terminated employees can be reimbursed using their employee ID for up to 365 days after their termination date. Alternates must contact the UW-Madison Travel Office to be granted access to submit Expense Reimbursements for recently-terminated employees.


IV. Contact Roles and Responsibilities

A. Traveler (employee)/Claimant/Recipient: the person receiving reimbursement. Employees are responsible for submitting their own Expense Reimbursements in a timely fashion and following all applicable UW travel policies.  An employee may assign an Alternate to create and modify an Expense Reimbursement on their behalf, but the Employee is ultimately responsible for submitting their own Expense Reimbursements.

B. Alternate: responsible for creating and submitting Expense Reimbursements on behalf of others. Employees who seek reimbursement can assign an Alternate to create and modify Expense Reimbursements for them, but the Employee must submit their own.  Expense Reimbursements for Non-Employees or recently-terminated Employees are created and submitted by Alternates.

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


V. Definitions

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

VI. Related References


VII.  Revisions

Procedure Number 320.2
Date Approved May 8, 2017
Revision Dates