Business Services is taking action to address ongoing delays in processing expense reimbursements and P-card transactions, acknowledging the strain these delays have placed on students and employees.
Reimbursement
Reimbursement of fees
3024.2 How to Use “Hold” Business Purposes in Expense Reports and Identify Reports on Hold via Reporting
Procedure #3024.2; Rev.: 1 (Effective July 1, 2025) Related Policy: UW-3013 Purchasing Cards Policy, UW-3014 Shared Liability Cards Policy, UW-3024 Expense Reimbursement Policy Functional Owner: Accounting Services, Division of Business Services Contact: Expense Reimbursement Program …
Policy Exception Approval Request Form
This form is used to request policy exception approval to allow for policy non-compliant transactions to be paid/reimbursed in Workday Expenses. Once submitted, the form is automatically routed to Expense Operations Leads contacts for approval.
How to obtain a policy exception for a noncompliant expense report or expense lines (Claimant/Cardholder/Submitter)
Instructions for a claimant/submitter on how to obtain a policy exception for a noncompliant expense report. Applies to UW–Madison expense reports.
How to review a policy exception request for an expense report (Expense Operations Lead)
Instructions for Divisional Business Office employees on how to review a policy exception for a noncompliant expense report. Applies to UW–Madison expense reports.
Travel and Card Policy Updates – October 2024
As of October 1, 2024, several changes were made affecting travel policy and expense reimbursement/payment approval guidance. These changes stem from the August 2024 update to the UW–Madison Remote Work Policy.
Travel and Card Policy Updates – July 2024
The Travel and Card team is pleased to announce several modifications to existing policies: Air Travel (UW-3016), Vehicle Use/Rental (UW-3019), Expense Reimbursement (UW-3024), and Non-payable/Non-reimbursable Expenses (UW-3026). This post includes a summary of the changes and impacts.
April 2024 Travel, Expense, and Card Policy Updates
The Travel and Card team is happy to announce updates and changes to the following policies: UW-3018 (Meals and Incidentals), UW-3022 (International Travel), UW-3024 (Expense Reimbursement), UW-3026 (Non-Payable/Non-Reimbursable Expenses), and UW-3075 (Official Functions and Expenses).
3024.9 Expense Report Review and Approval Procedure (for Driver Worktag Managers)
This procedure explains how to review and approval expense reports in Workday Expenses from the perspective of a Driver Worktag Manager.
Travel Policy Updates – Fall 2023
Various elements of UW–Madison travel policies and web content needed changing to match UW System policy and other important changes (i.e., vehicle contract changes). Noted changes are effective immediately.