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.
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
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.
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.
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)
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.
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)
Procedure # 3025.1; Rev.: 1 (Effective 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
Cash Advance requests are submitted through the Shared Financial System (SFS). 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. This process should be initiated at least 7 – 10 business days prior to the travel start date. ACH deposit for approved cash advances may take up to 5 business days. 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.
Procedure Number | 3025.1 |
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.
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
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.
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.
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.
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
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.
e-Reimbursement approvers and auditors; Division Coordinators.
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.
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
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.
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.
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
The My Corporate Card is a personal-liability credit card that can be used to pay for UW business-related expenses. Purchases made using My Corporate Card appear in the user’s My Wallet in e-Reimbursement. This procedure details how to use e-Reimbursement to account for your My Corporate Card activity.
Procedure 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.
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
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.
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.
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
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.
Employees who seek reimbursement for out-of-pocket or Corporate Card expenses; alternates who prepare expense reports in the Shared Financial Systems (SFS).
Procedure Number | 3024.2 |
Date Approved | May 8, 2017 |
Revision Dates | Jan. 19, 2021 – Updated Procedure Number to 3024.2 from 320.2 |