Procedure

Procedure #3024.2; Rev.: 1 (Effective July 1, 2025)
Related Policy: UW-3013 Purchasing Cards Policy, UW-3014 Shared Liability Cards Policy, UW-3024 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Allie Watters, expensereimbursement@bussvc.wisc.edu, (608) 263-3525

Contents

1. Procedure statement
2. Who is affected by this procedure
3. Procedure
4. Contact roles and responsibilities
5. Definitions
6. Related references
7. Revisions

I. Procedure statement

All Purchasing Card, Shared Liability Card, and out-of-pocket transactions are reconciled in Workday Expenses by creating and submitting an expense report. It may be appropriate to include a secondary review of an expense report prior to submission for approval. Claimants/cardholders and Expense Data Entry Specialists may utilize the “Hold” Business Purposes to indicate whether an expense report is still in process by the expense report initiator (**Hold – In Progress) or if it is ready for review prior to submission, typically by departmental or divisional finance staff (**Hold – Ready for Review). This procedure outlines where to find the Business Purpose field, when to utilize the “Hold” Business Purposes, and how to run reporting to find which reports might be ready for review and/or submission.

Note: This functionality is NOT used by every Department/Division. Check with your Division Coordinator to see if this will be implemented for your Department/Division.

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II. Who is affected by this procedure

Departments/Divisions who plan to utilize “Hold” Business Purposes to facilitate Expense Data Entry Specialist pre-submission review of expense reports. Department/Divisional staff that wish to monitor pending expense reports with “Hold” Business Purpose activity.

May apply to employees who seek reimbursement for out-of-pocket or Shared Liability Card expenses; cardholders who must reconcile Purchasing Card transactions; and Expense Data Entry Specialists who prepare, review, and/or submit expense reports.

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III. Procedure

1. Applying the “Hold” business purposes to an existing expense report (expense report initiator)
   1. Create a new expense report. See Procedure 3024.1 Creating and Submitting an Expense Report for full instructions on creating an expense report.
   2. The Business Purpose field in the header section of an expense report is used to summarize the official purpose of the expense report or indicate the status of the report. Upon creating an expense report, the initiator (claimant, cardholder, or Expense Data Entry Specialist) may utilize the Business Purpose field in the header section of the expense report to identify activity and progress on the report and indicate that the report is ready for review by Expense Data Entry Specialists assigned to review/submit expense reports.
      
      1. Note: Some units have two teams of Expense Data Entry Specialists, one team that creates reports and one team that reviews prior to submission, which is why a report may be created by one Expense Data Entry Specialist and reviewed by a second, different Expense Data Entry Specialist.
      1. The expense report initiator should select **Hold – In Progress if the report is incomplete and not ready to be reviewed yet.
      2. The expense report initiator should update the Business Purpose field to **Hold – Ready for Review when all expense lines have been completed, and all supporting documentation has been attached. This Business Purpose will signal to Expense Data Entry Specialists who are reviewers that the report is ready for them to take action.
   3. Click Save for Later and close the expense report.
2. Searching for Expense Reports with the Business Purpose **Hold – Ready for Review or **Hold – In Progress (Expense Data Entry Specialist reviewers)
   1. Expense Data Entry Specialists who are tasked with reviewing expense reports prior to submission will run the report Expense Report (UW) to identify reports ready for review and submission.
   2. In the Search bar of the Workday homepage, type “Expense Report (UW)” and press Enter.
      
      
   3. In the search results category Tasks and Reports, click the hyperlinked text Expense Report (UW).
      
   4. Fill out the search parameters as applicable below. Note: All fields highlighted below are optional. Utilize individual fields as appropriate to your assigned units.
      
      1. Limit search results by selecting a date for Report Date on or After or Report Date On or Before. May also run wide open with no dates entered.
      2. Cost Center Hierarchies: Limit search results by entering the Cost Center Hierarchy/Hierarchies assigned to the Expense Data Entry Specialist for oversight/review. Reports will populate if expense line funding on the expense reports falls within the selected Cost Center Hierarchies (e.g., UWMSN | CCHL5 | L&S | College of Letters and Science). This does not have to be entered, especially if more narrow elements of the Foundational Data Model are used in the ensuing fields (e.g., Program).
      3. If a more specific search is desired, enter a specific Fund or Driver Worktag (Program, Gift, Grant, Project), (i.e. a research administrator EDES may wish to search for expense reports ready for review by Grant).
      4. Expense Report Payee: Enter a claimant or cardholder name to limit results to reports belonging to that specific claimant/cardholder.
      5. Expense Report Created By: Enter the name of the expense report initiator (claimant, cardholder or Expense Data Entry Specialist) to restrict results to a specific initiator.
      6. Business Purpose: Select the Business Purpose **Hold – Ready for Review to return results only for expense reports ready for review. If desired, the search may also be run for **Hold – In Progress to view reports in progress by initiators given the specified criteria.
   5. When done entering search criteria, click OK to run the report.
3. Reviewing Expense Reports and Updating the Business Purpose for Submission (Expense Data Entry Specialist reviewers)
   1. The search results of Expense Report (UW) may be used as a queue for Expense Data Entry Specialists performing the review function prior to submission.
      
      1. 1. (1) From the search results, hover over the Expense Report number to reveal the Related Actions menu for the expense report. Click the Related Actions icon (…) to view the Actions menu.
         2. (2) Hover the cursor over Expense Report to populate options.
         3. (3) Click Edit to enter into the expense report.
            1. Tip: Right-click on Edit and select See in New Tab to maintain original search results in one tab, and the selected expense report for review in a second tab.
         4. Scroll down to the bottom of the expense report screen and click the Edit button. The Expense Data Entry Specialist now has an editable version of the expense report open.
         5. The Expense Data Entry Specialist may now edit, revise, and update the data and supporting documentation in the Header, Attachments, and Expense Lines tabs. (5)
            
         6. (6) When finished with the report, the Expense Data Entry Specialist must remove the **Hold – Ready for Review Business Purpose and add the correct Business Purpose to categorize the expenses (e.g., Purchasing Card Reconciliation for purchasing card transactions).
         7. Click Submit to advance the expense report into the approval workflow. Note: If an expense report for an employee is submitted by an Expense Data Entry Specialist, the employee will be the first approver of the report to attest to the accuracy of the expenses entered or being reconciled.
4. The Expense Data Entry Specialist reviewer may return to the results of Expense Report (UW) and proceed to the next expense report for review/submission, repeating the process in step C above.

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IV. Contact roles and responsibilities

• Expense Report Initiator – employee claimant, cardholder or Expense Data Entry Specialist that creates expense reports and is responsible for applying “Hold” Business Purposes.
• Expense Data Entry Specialist (reviewers) – Expense Data Entry Specialists identified by Departments and Divisions to review and submit expense reports created by others; responsible for running Expense Report (UW) to identify reports ready for review.

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V. Definitions

• Business Purpose: Selection in the header section of an expense report used to summarize the official purpose of the expense report or indicate the status of the report.
• Cost Center Hierarchy: A group of cost centers in a tree structure within a controlling area that represent specific areas of cost incurrence from a controlling perspective.
• Driver Worktag: The primary funding source for the transaction. Types of worktags that can be a driver are Grant, Gift, Project, or Program.
• Foundational Data Model: The framework to support accounting and financial reporting in Workday.
• “Hold” Business Purposes: A subset of business purposes to identify reports in progress and reports ready for review.
• Expense report: Electronic submission to request reimbursement for out-of-pocket expenses and/or to submit card-product expenses for approval.
• Workday: The cloud-based software used by the Universities of Wisconsin to manage finance and human resources.
• Workday Expenses:  The Workday module used to create, submit, and approve expense reports for out-of-pocket, Shared Liability Card, and Purchasing Card transactions.

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VI. Related References

• UW-3013 Purchasing Cards Policy
• UW-3014 Shared Liability Cards Policy
• UW-3024 Expense Reimbursement Policy

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VII.  Revisions

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Procedure #3024.9; Rev.: 1 (Effective July 1, 2025)
Related Policy:  UW-3013 Purchasing Cards Policy, UW-3014 Shared Liability Cards Policy, UW-3024 Expense Reimbursement Policy
Functional Owner: Accounting Services, Business Services
Contact: Expense Reimbursement Program Manager – Allie Watters, expensereimbursement@bussvc.wisc.edu, (608) 263-3525; Purchasing Card Program Administrator – Meghann Grove, meghann.grove@wisc.edu, (608) 262-3300

Contents

1. Procedure statement
2. Who is affected by this procedure
3. Procedure
4. Contact roles and responsibilities
5. Definitions
6. Appendix
7. Related references
8. Revisions

I. Procedure statement

All Purchasing Card, Shared Liability Card, and out-of-pocket transactions must be reconciled by submitting an expense report in Workday Expenses. Expense reports are reviewed by an Expense Partner (policy compliance) and Driver Worktag Manager (budget/funding) prior to payment. Approval routing is based on the Driver Worktag referenced in the funding allocation for each expense line. When an expense report has been approved by an Expense Partner, the report will route to the Driver Worktag Manager(s) assigned to the driver worktag(s) on each expense line. Driver Worktag Managers will receive a Workday Inbox task and bell-icon notification prompting them to take action on expense reports. Driver Worktag managers must review expense reports for sufficient budget and appropriateness of funding.

This document details the required procedures for Driver Worktag Managers to review and approve an expense report in Workday Expenses.

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II. Who is affected by this procedure

Employees who have been assigned the Driver Worktag Manager role in Workday.

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III. Procedure

To get started, log into Workday. If there are expense reports awaiting your approval, a notice will appear in the section Awaiting Your Action. To view expense reports waiting for your approval in My Tasks in your Workday inbox, click the link Go to My Tasks or click the inbox icon in the upper right corner of the screen.

1. Navigate to an individual expense report awaiting Driver Worktag Manager approval
   
   1. In My Tasks, all items awaiting your action will appear. To see only expense reports awaiting your action, type “expense report” into the Search This will narrow your results to only expense reports (pictured below).
   2. Click on an expense report in the search results.
   3. Click on the arrows icon to expand the screen.
2. Review general report information; navigate to the Expense Lines tab for review
   1. On this screen, Driver Worktag Managers should review general report information prior to navigating to expense lines for individual transactions.
   2. View the top section of the expense report for claimant/cardholder name and dollar amount totals for the expense report.
      
      1. Pay to – Name of the claimant/cardholder
      2. Status – Indicates the current workflow step
      3. Personal – The total dollar amount of any expense lines marked personal by the claimant/cardholder. A purchasing cardholder or shared liability cardholder will mark a transaction Personal to identify accidental personal purchases. Purchasing card transactions marked personal create a receivable for the employee for the amount owed back to UW-Madison.
      4. Company Paid – The total dollar amount of all purchasing card and shared liability card transactions included in the report. (not including those marked as Personal).
      5. Prior Balance Applied – A dollar amount will show here if an employee has elected to deduct the amount owed for a purchasing card transaction marked Personal.
      6. Cash Advance Applied – The dollar amount of a Spend Authorization for a Cash Advance that has been attached to the current expense report.
      7. Reimbursement – The dollar amount the claimant will receive for out-of-pocket transactions.
      8. Total – The sum total of the expense report.
   3. Navigate to the tabs section (middle of the page)
      9. Header – Click on header to view header-level details. See Appendix I. below for detailed explanation of header fields.
      10. Attachments – Attachments at the header-level are not required but may be found on this tab. Attachments are required at the line-level.
      11. Business Process – This tab contains information about the business process history of the expense report, including prior approvals and any future-required approvals.
      12. Expense Lines – Click on this tab to view individual expense lines. Funding review will start in this tab. There are two methods for funding review that are discussed in the following section, and Driver Worktag Managers will need to utilize one or both, depending on whether a transaction is Itemized.
3. Review funding on the report
   1. The first way to review funding is by filtering Driver Worktags in the Expense Lines This method is preferred for lines that do not have itemization (e.g. split billing). This section will review how to filter an expense report by Driver Worktag and identify itemization on an Expense Line.
   2. It is recommended to expand the viewing pane as you review the expense report. Click the double arrows to the right of the gear icon.
      
   3. From this expanded screen, click the Expense Lines tab.
   4. Click Worktags to filter based on your assigned Driver Worktag.
   5. For Value, select the Driver Worktag(s) for which you are a manager.
   6. Click the Filter button.
   7. The resulting view will show transactions allocated to the Driver Worktag(s) selected.
   8. The primary responsibility of the Driver Worktag Manager is to assess the funding entered on every expense line for appropriateness, allowability and sufficient budget. The expense report will show the details of the first expense line clicked on.
      
      1. Expense Item – A sub-classification of Spend Category, used to categorize and track specific expenses within an expense report.
      2. Charge Description/Memo – For out-of-pocket and Shared Liability Card transactions, this field may contain additional detail about the expenses claimed. For purchasing card transactions, a complete justification with the business purpose and benefit to UW should be enumerated here.
      3. Total Amount – Total dollar amount for the Expense Line (transaction).
      4. Expense Report Line Date – Transaction date
      5. Itemization – Indicates whether a line has been itemized (e.g. split billed, hosted meal, per diems). Note: If “Yes”, there are additional instructions for viewing itemized funding in Section B.
      6. Worktags – The Foundational Data Model (FDM) values are located in the Worktags Review each dimension of the FDM values to ensure that the Program, Grant, Gift, or Project has budget and funds available for the expense listed. Confirm expenses are allocable to and allowable on the listed funding and that other elements of the FDM are accurately presented.
         1. Cost Center – Financial or operational unit.
         2. Function – Identifies the general purpose of a transaction (e.g., instruction, research).
         3. Fund – Identifies the funding source to facilitate financial reporting.
         4. Driver Worktag – Every expense line will require a driver worktag. The cost center, fund, and function will flow from the selection of driver worktag.
         5. Additional Worktags may be present, such as Expenditure Treatment for Grants.
   9. Once review of the first funding line is completed, scroll to the next listed expense line.
   10. The next expense line in this example is ITEMIZED. If a Driver Worktag Manager sees indicators of Itemization on an Expense Line when reviewing, they must go into the detailed view of expense lines to review the funding. Indicators visible on the report include: the column Itemized will say “Yes”; the Worktags will be blank; and the Outline Icon is present. See below for these indicators of an itemized Expense Line.
       
   11. If no itemization is present in the report, proceed to Section E. to Approve, Send Back, or route to an Ad Hoc approver.
4. Review the funding on detailed expense lines (for itemization)
   1. To enter the detailed view of an itemized Expense Line (such as per diem, hosted meals or split-funded expenses), hover over the Expense Line until the cursor changes and click to enter the detailed view of the Expense Line.
   2. Click the View Details button to open a pop-up showing all funding lines.
      
   3. The pop-up screen will contain a series of funding allocations. Each one must be reviewed sequentially for budget and funding by scrolling through the entries.
      
   4. Once all itemized lines are reviewed, click Done to exit itemization.
   5. Click the left-facing arrow in the upper-left corner of the expense report (on the red banner) to return to the main section of the expense report, where you will take action on the report based on your funding review.
5. Driver Worktag Managers have the following options for acting on an expense report:
   1. Approve – If the funding is correct on all expense lines/itemizations, click Approve. The report will advance either to the next stage of approval (if there are Foundation Expense Items) or it will have fully completed the approval process with shared liability card transactions and out-of-pocket transactions approved for payment. Approved expense reports for purchasing card transaction reconciliation will post to the general ledger, as payment of purchasing card balances is handled separately by the institution and is not connected to the final approval of the expense report.
   2. Send back – If the funding on a report or on an expense line is incorrect, the report must be sent back to the initiator or a prior approver. Click on the To field to identify who to send the report back to. Choices will include the initiator (claimant, cardholder, Expense Data Entry Specialist) or a prior approver (Athletics Approver, Expense Partner). The Reason field should provide direction to the claimant, cardholder, Expense Data Entry Specialist, or prior approver selected in the To field that the funding must be changed/updated prior to resubmission/approval. Indicate the new funding string for relevant expenses (if known).
      1. In the example below, the expense report is being sent back to the Expense Partner. The Expense Partner can be identified by the language “Review Expense Report” next to their name. The Reason should identify the expense line (e.g., by Expense Item, dollar amount) that requires a funding change as well as the appropriate Driver Worktag and/or other FDM values that should be updated. Once the recipient (To) and the Reason are filled in, click Submit to execute the send back.
         
   3. More Actions Menu (approving and adding an ad hoc approver) – The Driver Worktag Manager may approve the expense report and manually route it to a Cost Center Manager or Expense Operations Lead for further review by clicking the “…” icon next to Send Back.
      
      1. This launches the Add Approver pop-up. Note: This should only be done if all expenses are on the correct funding and sufficient budget is available to cover the costs, as ad-hoc-routing to a Cost Center Manager (CCM) or Expense Operations Lead (EOL) will record a full approval of the report for the Driver Worktag Manager first. Identify the Additional Approver by clicking the icon of three bulleted bars (see below). This will open a menu to select the assigned CCM or EOL. Add a Comment to indicate why the report is being sent to an additional approver. Click Approve and Send to Approvers. The approval step is complete, and the report will route to the selected CCM or EOL.
         
   4. After clicking Approve, Send Back, or completing the More Actions approval and ad hoc routing, the Driver Worktag Manager’s task is complete.

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IV. Contact roles and responsibilities

• Cost Center Manager: May be responsible for ad-hoc approval of an expense report.
• Driver Worktag Manager: Divisional/Departmental staff responsible for reviewing Workday Expenses transactions for budget and funding. Driver Worktag Managers may send an expense report back to the Expense Partner or expense report initiator to update the funding on an expense report.
• Expense Operations Lead: May be responsible for ad-hoc approval of an expense report.
• Expense Partner: A member of the central audit team in the Division of Business Services responsible for reviewing expense reports for policy compliance.
• Expense Report Initiator: Person who creates an expense report. The initiator may be an employee claimant, employee cardholder, or Expense Data Entry Specialist. The initiator is responsible for entering the appropriate funding on an expense report and may be responsible for updating the funding on an expense report if it is sent back by the Driver Worktag Manager.

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V. Definitions

• Expense Item: A sub-classification of Spend Category, used to categorize and track specific expenses within an expense report.
• Foundation Expense Item: Used to identify expenses to be charged to a University of Wisconsin Foundation (UWF) account.

• Expense report: Electronic submission to request reimbursement for out-of-pocket expenses and/or to submit card-product expenses for approval.

• Workday: The cloud-based software used by the Universities of Wisconsin to manage finance and human resources.

• Workday Expenses: The Workday module used to create, submit, and approve expense reports for out-of-pocket, Shared Liability Card, and Purchasing Card transactions.

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VI. Appendix

The Header tab of an expense report contains the following informational data fields:

• Expense Report Number – System-assigned numerical identifier for the expense report.
• Memo – May be used for the title of the expense report. May be used for a general justification for related out-of-pocket or Shared Liability Card expenses. This field should not be used to enter justifications for Purchasing Card transactions. Purchasing Card transactions MUST utilize the Expense Line-level Memo field for justifications. Field is not required at the header level.
• Company – Identifies the business unit as University of Wisconsin-Madison.
• Expense Report Date – Claimant/cardholder entered date.
• Business Purpose – Claimant/cardholder selection that identifies the general category and purpose of the expense report.
• Reimbursement Payment Type – Identifies the payment method for the expense report, if applicable (e.g., Direct Deposit).

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VII. References

• UW-3013 Purchasing Cards Policy
• UW-3014 Shared Liability Cards Policy
• UW-3015 University Travel Policy

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VIII. Revisions

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Procedure # 3024.8; Rev.: 2 (Effective June 30, 2025)
Related Policy: UW-3024 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Allie Watters, expensereimbursement@bussvc.wisc.edu, (608) 263-3525

Contents

1. Procedure statement
2. Who is affected by this procedure
3. Procedure
4. Contact roles and responsibilities
5. Definitions
6. Related references
7. Revisions

I. Procedure statement

Out of pocket, shared liability card, and purchasing card transactions reconciled in Workday Expenses may be billed to the University of Wisconsin Foundation (UW Foundation). Claimants, cardholders, and/or Expense Data Entry Specialists are responsible for assigning Foundation Expense Items to transactions and entering UW Foundation funding details prior to report submission. Accounting Services bills UW Foundation weekly for fully approved UW Foundation charges in Workday Expenses.

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II. Who is affected by this procedure

• Employees who seek reimbursement for out-of-pocket or shared liability card expenses
• Purchasing cardholders
• Expense Data Entry Specialists who prepare expense reports in Workday Expenses
• Expense Partners and Expense Foundation Specialists who approve reports
• Divisional Business Officers who review/manage Foundation spend.

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III. Procedure

1. Foundation Expense Items
   1. An Expense Item is a sub-classification of Spend Category, used to categorize and track specific expenses within an expense report. Expense Items are entered into an expense line (at the line level or within itemization) to identify the type of expense. The Foundation Expense Item Group contains Expense Items used to identify expenses to be charged to a University of Wisconsin Foundation (UW Foundation) account.
   2. The Foundation Expense Items are:
      
      1. Alcohol (Foundation) – to be used for alcoholic beverages at hosted meals and events within specified UW-Madison limits ($50/person alcohol).
      2. Meals-Hosted/Event Food and Drink Overage (Foundation) – for Hosted Meal and Event food and drink expenses which exceed UW allowable amounts and are to be charged to a Foundation account.
      3. Non-Travel (Foundation) – Non-travel expenses to be charged to a Foundation account which do not belong in another Foundation expense item. Note: Non-travel expenses require justification for billing UW Foundation in lieu of UW-Madison.
      4. Other Business Meal/Event Expense (Foundation) – Meal- or Event-related expenses other than food and drink to be charged to a Foundation account. Note: We do not anticipate this category to be frequently utilized by UW-Madison.
      5. Travel (Foundation) – Travel-related expenses to be charged to a Foundation account. Note: Routine, allowable travel expenses must be paid by UW-Madison. Policy non-compliant expenses may not be billed to UW Foundation. There must be justification and approval from UW Foundation for billing travel expenses to UW Foundation.
   3. When a Foundation Expense Item is assigned to a transaction at the expense line level, the Foundation Account Number must be added in the Item Details panel. The Foundation Account Name is not a required field but should be added for data validation purposes.
   4. Expense reports with Foundation Expense Items will require an additional approval by an Expense Foundation Specialist prior to payment. This is to ensure accurate, appropriate, and allowable billings to University of Wisconsin Foundation in Workday Expenses.
2. Assign Foundation Expense Items to expense lines
   1. Refer to Procedure 3024.1 Creating and Submitting an Expense Report for directions on how to create a new expense report.
   2. Navigate to the Expense Lines tab of the expense report and begin entering required line-level documentation and details:
      1. Drop and/or select files to add to the attachments. This should include, at minimum, a receipt, as well as any other relevant documentation. For items split-billed to UW Foundation, a business meal calculator should be attached showing how the claimant or cardholder arrived at the amounts to be billed to UW-Madison and UW Foundation.
      2. Enter required Expense Line details. In the example below, directions are provided for a hosted meal to be split billed to UW-Madison and UW Foundation utilizing the Itemization capability.
         1. For Expense Item, enter Meals-Hosted. Note: The Foundation Expense Items will be added at the Itemization step to assign part of this transaction to UW Foundation. However, if an expense is to be billed entirely to UW Foundation, with no portion assigned to UW-Madison, the appropriate Foundation Expense Item may be added at this step instead.
         2. For Total Amount, enter the total dollar amount of the meal.
         3. In the Memo section, write a business purpose for meal.
         4. Enter and/or update the funding on the expense line by adding the appropriate Program, Grant, Project, or Gift.
      3. When the Expense Item Meals-Hosted is added, a panel on the right side of the screen titled Instructions pops up. Additional Item Details need to be added, and the Itemization functionality will be utilized to bill to UW Foundation.
         
         1. For the Attendees section, search for and/or add all attendees. Manually add all attendees if the total number is under 25. For attendees at or exceeding 25, an attendee list can be attached instead (with the Number of Persons field updated to reflect the total number of attendees).
         2. For Destination, begin typing the city/town where the meal took place. Press Enter to search and select the correct location.
         3. For Number of Persons, enter the number of attendees at the meal.
         4. For Merchant, enter the name of the establishment or restaurant.
         5. After completing all Item Details, click Add in the Itemization section.
         6. A pop-up window will appear that allows you to add additional funding lines to the Meals-Hosted expense line, including amounts to be billed to UW Foundation.
         7. The amount entered into the first itemization will be the allowed amount on UW-Madison funding. For Total Amount, enter the amount allowable on UW-Madison funding (in example image, $46 x 4 attendees equals $184). For Memo, type “UW-Madison allowed meal costs.” After accounting for the amount on UW-Madison funding, we can see that we still have $226.60 to expense (see Remaining for the dollar amount remaining to itemize at the top of the page). Click Add to initiate the next entry.
            
         8. The next itemization is for UW Foundation meal overage. To assign a line to UW Foundation, update the Expense Item to the appropriate Foundation Expense Item. For meal overage, the Foundation Expense Item is Meals-Hosted/Event Food and Drink Overage (Foundation). For Total Amount, enter the dollar amount of the overage. For Memo, enter “Foundation meal overage.” On the right side of the pop-up, enter the Foundation account number in the field Account Number. Enter the name of the Foundation account in the field Foundation Account Name. Click Add to initiate the next entry.
            
         9. The last itemization (if applicable) is for UW Foundation alcohol charges. Update the Expense Item to the appropriate Foundation Expense Item, Alcohol (Foundation). For Total Amount, enter the dollar amount spent on alcohol. For Memo, enter “Alcohol-related charges.” On the right side of the pop-up, enter the Foundation account number in the field Account Number. Enter the name of the Foundation account in the field Foundation Account Name.
            
         10. Review all itemization entries for errors/missing information. Then, click Done to complete the itemization process
   3. Click Submit to submit the report for required approvals. Expense reports with Foundation Expense Items will route to a Expense Foundation Specialist after the Driver Worktag Manager for review of Foundation data entry
3. Payment/Reimbursement and UW Foundation Billing Process
   1. Purchasing card transactions are paid to U.S. Bank in full by the University, even when charged in part or entirely to UW Foundation. Claimants filing expense reports for out-of-pocket or Shared Liability Card transactions will receive full payment upon approval of the report, even when items are charged in part or entirely to UW Foundation.
   2. UW Foundation is billed on a weekly basis for the Workday Expenses receivables created by entry and approval of Foundation Expense Items. UW Foundation then pays the University back for the expenses.
   3. UW Foundation has the final authority to approve or deny any billings for payment, which could require reimbursement from the claimant/cardholder if the billing is denied.

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IV. Contact roles and responsibilities

• Claimant/Expense Data Entry Specialist: Responsible for understanding and complying with Business Meals, Hosted Events, Official Functions and University travel and purchasing policies. Responsible for entering Foundation Expense Items, number of attendees and their names and affiliations, Foundation account numbers and Foundation account names. Responsible for ensuring amounts split between UWF and UW funding are accurate and providing sufficient justification for Workday Expenses approvers and UWF personnel to approve expenses.
• Driver Worktag Manager: Divisional/Departmental staff responsible for reviewing Workday Expenses transactions for budget and funding.
• Expense Foundation Specialist: Central audit team in the Division of Business Services responsible for reviewing and approving Foundation Expense Items in expense reports prior to payment. Responsible for initiating the billing process to UW Foundation for approved Foundation Expense Items on a weekly basis.
• Expense Reimbursement Program Manager: Oversees the UW Foundation billing process for UW-Madison and reconciles the Foundation receivable account on a monthly basis.

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V. Definitions

• Claimant: individual claiming reimbursement for expenses.
• Cardholder: the UW–Madison employee whose name appears on a UW credit card product and who is responsible for all purchases made with that card.
• Expense Data Entry Specialist: An Expense Data Entry Specialist (EDES) is a security role in Workday Expense that grants the ability to create, edit, and submit expense reports on behalf of employees, external committee members, and pre-hires.

• Expense Foundation Specialist: Central audit team responsible for reviewing card activity and out-of-pocket transactions allocated to the University of Wisconsin Foundation.

• Expense Item: A sub-classification of Spend Category, used to categorize and track specific expenses within an expense report.
• Expense Item Group: An organized set of related expense items.
• Foundation Expense Item: Used to identify expenses to be charged to a University of Wisconsin Foundation (UWF) account.
• Expense report: Electronic submission to request reimbursement for out-of-pocket expenses and/or to submit card-product expenses for approval.
• University of Wisconsin Foundation (UW Foundation): The University of Wisconsin Foundation raises, invests and distributes funds for the benefit of the University of Wisconsin-Madison. UW Foundation pays back UW-Madison for allowable Foundation expenses billed via Workday Expenses.

• Workday Expenses: The Workday module used to create, submit, and approve expense reports for out-of-pocket, Shared Liability Card, and Purchasing Card transactions.

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VI. Related references

• Procedure 3024.1 Creating and Submitting and Expense Report
• UW-3039 Business Meals and Hosted Events Policy
• Business Meal and Hosted Event Calculator
• UW-3075 Official Functions and Expenses Policy
• UW Foundation / Wisconsin Foundation and Alumni Association (WFAA) Website

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VII.  Revisions

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