3024.3 Receiving my Reimbursement Payment Procedure

Receiving my Reimbursement Payment Procedure
Procedure #3024.3
Rev.: 1
Effective Date: May 8, 2017

Related Policy: UW-3024 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Allie Demet, expensereimbursement@bussvc.wisc.edu, (608) 263-3525


I. Procedure statement
II. Who is affected by this procedure
III. Procedure
IV. Contact roles and responsibilities
V. Definitions
VI. Related references
VII. Revisions

I. Procedure statement

Payments are processed within 3-5 business days of an Expense Reimbursement’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.

II. Who is affected by this procedure

  • Employees who seek reimbursement for out-of-pocket or Corporate Card expenses
  • Alternates who prepare Expense Reimbursements
  • Employees who may be contacted by a non-employee regarding their reimbursement

III. Procedure

A. How to use e-Reimbursement to Find Information on Reimbursement Payments

  1. Ensure the expense reimbursement has been fully approved:
    1. Sign into e-Reimbursement
    2. Click the Expenses WorkCenter tile.
    3. Expand the View TER’s, TA’s and CA’s menu, then select View Expense Report in the links panel along the left side.
    4. Find the correct Expense Reimbursement by entering the report ID, description, employee ID, or employee name (name searches in e-Reimbursement follow the LastName,FirstName convention, no spaces). This search will provide a read-only view of an Expense Reimbursement.
    5. Check that the status (next to the report ID number in the top middle of the screen) is “Paid”. If it is not paid, view the Approval History at the bottom of the page to see where the Expense Reimbursement is in the approval process.
  2. Search for Payment Details:
    1. Expand the Void/Reissue Payment menu, then select the View Payment History link.
    2. Search by employee ID or name. Select the proper Expense Reimbursement from the search results. If there is single search result will automatically take you to the Employee Payment History page.
    3. Employee Payment History
      1. Payment Reference – for check payments, this will be the check number. This is needed when filling out a Check Action Form.
      2. Payment Amount – the amount the Traveler was reimbursed. This may differ from the amount seen elsewhere in e-Reimbursement, which may include items paid on the Purchasing Card or Corporate Card. This amount may include multiple Expense Reimbursements if they were approved on the same day.
      3. Payment Method – will be either “ACH” for direct deposit payments or “System Check” for paper check payments.
      4. Payment Date – payment will be direct deposited or mailed within 3-5 business days of this date.
      5. Payee Address – this link will display the address the check was sent to.
  3. If payment was made by ACH, the Traveler should review their bank history for a deposit that matches the information shown in the Employee Payment History search.  Reimbursement payments will be titled “UWMSN_TRVL_ACH” or something similar.

B. Reissuing Payment

Payments made via check can be cancelled and reissued by filling out a Check Action Form. To allow time for the check to arrive, Check Action Forms can only be submitted at least 30 days after the payment date.

IV. Contact roles and responsibilities

A. Traveler (employee)/Claimant/Recipient – the person receiving reimbursement. Employees are responsible for submitting their own Expense Reimbursements in a timely fashion and following all applicable UW travel policies.  An employee may assign an Alternate to create and modify an Expense Reimbursement on their behalf, but the Employee is ultimately responsible for submitting their own Expense Reimbursements.

B. Approver – Upon submission, Expense Reimbursements are first reviewed by an Approver. Approvers are responsible for reviewing supporting documentation, reviewing Expense Reimbursements for policy compliance, and reviewing funding being charged.

C. Auditor – Expense Reimbursements are reviewed by an Auditor after the Approver. Auditors are responsible for reviewing Expense Reimbursements for policy compliance.

V. Definitions

  • e-Reimbursement: the web-based expense reimbursement submission and review tool.
  • Purchasing Card: University-liability credit card that can be used for travel and non-travel expenses.
  • Corporate Card: individual-liability credit card that can be used for travel and non-travel expenses.

VI. Related References

VII. Revisions

Procedure Number 3024.3
Date Approved May 8, 2017
Revision Dates Jan. 19, 2021 – Updated Procedure Number to 3024.3 from 320.3