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

All expense reports must be submitted within 90 days. Sivisional 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.

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.

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.

This procedure details how to use e-Reimbursement to account for your My Corporate Card activity.

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.