Reimbursement Forms

Official Functions and Expenses Pre-Approval Form

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REQUIRED: This form MUST be signed PRIOR to incurring any expense associated with any function or expense pursuant to University of Wisconsin-Madison Policy 340 Official Functions and Expenses.

REQUIRED: This form MUST be signed PRIOR to incurring any expense associated with any function or expense pursuant to University of Wisconsin-Madison Policy 340 Official Functions and Expenses.

Download Official Functions and Expenses Pre-Approval Form

Request for Authorization to Reimburse Applicant Interview Expenses

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Form to request for Authorization to Reimburse Applicant Interview Expenses

Form to request for Authorization to Reimburse Applicant Interview Expenses

Download Request for Authorization to Reimburse Applicant Interview Expenses Form

The Division/Department office may determine it is in the best interest of the University to pay/reimburse job applicant interview candidates for expenses that are incurred as part of the interview process.  If approved, all job applicant interview candidates must comply with UW – Madison transportation, meal, and lodging maximums as well as receipt requirements outlined in our travel policies.  Partial payment/reimbursement may be considered, but all candidates interviewing for the same position must be compensated equally.

Note: Sponsored projects (e.g., fund 144 or 133) are subject to the terms and conditions of the specific award, as well as applicable program guidelines, which may restrict use of funds for certain types of expenses.  Please contact the RSP accountantfor your award with any questions.

In determining whether payment/reimbursement is in the best interest of the UW, consider the following:

  • What is the job market supply and demand for the skills of the prospective employee?
  • Is payment/reimbursement required as an incentive for prospective candidates to interview for the position?
  • Are there other reasons, unique to the college, school or position, that justify payment/reimbursement?

Approvals

Approval is required in advance for payment/reimbursement of all job applicant interview expenses.  The Request for Authorization to Reimburse Applicant Interview Expenses may be used in lieu of a letter of approval prepared by the Divisional Business Office. Please see below for requirements based on position.

  • Classified/Unclassified Positions: Approval from the Divisional Business Office must be obtained.
  • Vice Chancellor or above: Approval from the Vice Chancellor for Administration must be obtained.

Associated Expenses

  • Spouse of Candidate: Payment/Reimbursement for travel expenses, such as airfare, meals and lodging, for the spouses of finalists requires advance written approval from the Dean’s/Divisional office.
  • Meal Period Interviews: If the interview is taking place during the meal period, payment/reimbursement for the candidate and interviewers is limited to the UW – Madison meal maximums.  The candidate’s name, the title of the unfilled position and an explanation for holding the interview over the meal period must be documented.
  • Employee Serving as Host: The Dean’s/Divisional office or above may authorize a UW employee to act as a “host” for interview candidates. Meal costs within the state maximum and reasonable local transportation costs in connection with hosting the candidate may be paid/reimbursed.  When an employee and his/her spouse are directed to dine with the finalist and his/her spouse as part of the interview process, payment/reimbursement for both the employee and his/her spouse is also allowable.

Contacts:

Travelers and departmental staff should contact their respective Dean’s/Divisional Business Office for policy or procedural questions.

Dean’s/Divisional Business Office may e-mail uwtravel@bussvc.wisc.edu with questions.

Non-Employee Profile – Request to Change an Existing e-Reimbursement Profile for a Non-Employee Form (New for e-Reimbursement)

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This form is used to change information in an existing e-Reimbursement profile for a non-employee such as the mailing address, default funding string, date of first travel expense and alternates designations.

This form is used to change information in an existing e-Reimbursement profile for a non-employee such as the mailing address, default funding string, date of first travel expense and alternates designations.

Download Non-Employee Profile – Request to Change an Existing e-Reimbursement Profile for a Non-Employee Form (New for e-Reimbursement)

How to Make Changes to an Existing e-Reimbursement Profile for a Non-Employee

If an e-Reimbursement non-employee profile already exists but requires changes prior to further use (e.g. change of address, change to Accounting Defaults), follow the instructions below.

Note: To determine if a non-employee profile already exists, please see How to Find an Employee or Non-Employee ID in e-Reimbursement.

  1. Complete the Request to Change an Existing e-Reimbursement Profile for a Non-Employee Form and route it via e-mail to your Division Coordinator. (Who is my Division Coordinator?) Upon approval, the Division Coordinator will forward the change request to Accounting Services for processing.
  2. Await an e-mailed response from Accounting Services. Requests are typically addressed within three
    business days.

Non-employee e-Reimbursement Profile Set-up Form

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This form is used to create an e-Reimbursement profile for a non-employee.

This form is used to create an e-Reimbursement profile for a non-employee.

Download Non-employee e-Reimbursement Profile Set-up Form

How to Obtain an e-Reimbursement/GET Profile for a Non-Employee
In order to reimburse a non-employee for travel and expenses via e-Reimbursement/GET, a Non-Employee ID  must be obtained from Accounting Services. If a non-employee profile already exists but requires changes (e.g. change of address, change to Accounting Defaults), please see How to Make Changes to an Existing e-Reimbursement/GET Profile for a Non-Employee.

Note: To determine if a non-employee profile already exists, please see How to Find an Employee or Non-Employee ID in e-Reimbursement.

  1. Complete the e-Reimbursement/GET Non-Employee Profile Setup Form and route it via e-mail
    to your Division Coordinator. (Who is my Division Coordinator?) Upon approval, your Division
    Coordinator will forward the profile request to Accounting Services for processing.

    • Do not use the department address on this form. Checks cannot be delivered to the
      department office for pick-up. The address must be the recipient’s home, office, or
      another address where the check can be sent directly to them.
    • If a check must be picked up on campus, enter “Hold for pickup” in the address field.
      The recipient will be notified when the check is ready and can pick the check up at the
      Accounting Services office: 21 N. Park Street, Suite 5301.
  2. Await an e-mailed response from Accounting Services. Requests are typically addressed within
    three business days.
  3. Use the Non-Employee ID number provided by Accounting Services to create and submit
    expense reports on behalf of the non-employee.
  4.  Note: Non-employee profiles are created in e-Reimbursement. Overnight processing is required
    to transfer them to GET.

Events – Meal Payment Form

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For use with events that require payment/reimbursement for breakfast, lunch, or dinner meal expenses, including hosting expenses. Please use for all payment mechanisms(e-Reimbursement, PIR, Requisition, Purchasing Card).

Use this Form for events that require payment/reimbursement for breakfast, lunch, or dinner meal expenses, including hosting expenses.

Download the Event Meal Payment Form