- Access the Policy Exception Approval Request web form. You will be prompted for a NetID login to access the form. Note: If this is a request on behalf of a non-employee, the form must be filled out by a current UW–Madison employee with a NetID on behalf of the non-employee.
- Fill out the required fields:
- Claimant Name – This is the individual requesting reimbursement of policy noncompliant expenses.
- Claimant Email
- Submitter’s Name (if different than the claimant, e.g., an administrative assistant)
- Submitter’s Email (if different than the claimant)
- Select Division & Division Name from list. This field is required for form approval routing purposes.
- Department UDDS: Enter your six-digit Department ID.
- Department Name: Enter the name of your Department.
- Total Exception Request Amount: Enter the total dollar amount of your exception request.
- Expense Report Number: : Policy exception requests will be for a transaction or transactions on an expense report. Please include the expense report number in this field, if available when submitting the exception approval request form. The expense report number is a ten-digit identification number, e.g., 0001234567.
- Select which policy was violated.
- Select additional policy violation (if applicable to the situation).
- Select additional policy violation (if applicable to the situation).
- Reason for Policy Exception Request: Please provide a thorough explanation of the circumstances surrounding the policy violation. Include a description of what happened and a justification for why the exception should be granted.
- Actions taken by the claimant and/or department to prevent need for future exceptions of this nature: Please outline how future exceptions of this nature will be avoided, whether there are new procedures in place or if there is now a better understanding of policy requirements.
- Please add any supporting documentation: Up to 10 files may be added for the exception approvers to review/consider. Files may include receipts, agenda, relevant emails/communications, etc.
- Click Submit. A message will pop up confirming “Your response was submitted.” The claimant (and submitter, if applicable) will receive an email confirmation of submission of the exception request. The submitted form will be automatically routed to the Divisional exception approvers for review.
- Approval or denial of the request: Divisional exception approvers will either approve or deny the request.
- Approved: The claimant (and submitter, if applicable) will receive an email notifying them of the approval of the policy exception request. The email should be converted to a PDF and attached to the expense report. The expense report may then be resubmitted into workflow.
- Denial: The claimant (and submitter, if applicable) will receive an email noting that the request has been rejected.
- Expense report: Remove the expense line(s) from the expense report containing noncompliant transactions. Resubmit the report.
How to obtain a policy exception for a noncompliant expense report (Claimant/Submitter)
Instructions for a claimant/submitter on how to obtain a policy exception for a noncompliant expense report. Applies to UW–Madison expense reports.