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.

For reimbursable expenses to be considered non-taxable income, expenses must be submitted within the time frame of 90 days set forth in the University’s Accountable Plan. Expense Operations Leads have the authority to grant exceptions for employees to allow for expense reimbursement when the Accountable Plan requirements are not met by approving a Policy Exception Request Form completed by the expense claimant.

Procedure on the different ways non-employees AKA External Committee Members can be reimbursed for out-of-pocket travel and business expenses through Workday Expenses. Expense Data Entry Specialists request profiles for new External Committee Members and then create and submit expense reports on their behalf.  ECMs will receive a mailed check for payment unless the payment method is modified to wire transfer on the expense report.

This procedure details how to use Workday Expenses to account for your Shared Liability Card activity.

This procedure describes how one receives a reimbursement payment. 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 outlining how to create and submit an e-Reimbursement request for various expenses related to UW–Madison business.