3024.5 How to Reimburse Non-Employees Procedure

How to Reimburse Non-Employees Procedure
Procedure # 3024.5
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 – Graig Brooks (608) 262-8691


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

Non-employees are reimbursed for out-of-pocket travel expenses through e-Reimbursement.  Expense Reimbursements for non-employees must be created and submitted by Alternates.  Non-employees are paid via paper check unless they are setup to receive a wire transfer.

Non-employee Profile Setup Forms are routed through the Dean’s Office or Divisional Business Office to the UW-Madison Travel Office.  Alternates are notified via email when the non-employee profile is complete and they can being preparing Expense Reimbursements.

Non-employees are subject to the same travel and reimbursement policies as employees.

II. Who is Affected by This Procedure

Alternates who prepare Expense Reimbursements; Division Coordinators and Dean’s office employees responsible for reviewing and submitting Non-Employee Profile Setup and Change forms.

III.   Procedure

A. Finding an existing Non-Employee Profile: Before requesting a new non-employee profile, check if one already exists for the recipient.  If one does exist, use this search to find the non-employee ID and ensure the recipient’s address is correct.

  1. Sign into e-Reimbursement.  Click the Expenses WorkCenter tile.
  2. Expand the Employee Data menu, then select Update Profile.
  3. Search by Employee ID (this includes non-employee IDs), Name or Last Name.  Search the Name field using the LastName,FirstName no spaces convention.
  4. Review the search results to find the proper profile.  Click one of the blue links to access profile details in a read-only format.
  5. The Employee Data tab shows the non-employee’s name and address.
  6. The Organizational Data tab shows the Hire Date (ie: first date expenses were incurred) and the default funding.

Non-employee profiles do not expire.  The same non-employee profile should be used for the same recipient, even if it was originally setup by a different department.  Avoid creating duplicate non-employee profiles for the same person.

B. Updating Information on an Existing Non-Employee Profile: If the name, address, date of first expense, default funding or Alternates for a non-employee need to be updated, submit a Non-Employee Profile Change Request Form.

C. Creating a New Non-Employee Profile

  1. Submit a Non-Employee Profile Setup Form (instructions on the form).
  2. Alternates are listed on the form and are notified via email when the profile is setup.
  3. Non-Employee payments should be send to a home address, not a campus address. If the recipient plans to pick up the check from the Business Services office, enter “Hold for Pickup” in the address field.  If a different individual is picking up the check on behalf of the recipient, follow the Check Custody Agreement instructions (check custody agreements are not guaranteed to be approved).

D. Reimbursing Non-Employees: Expense Reimbursements for non-employees are submitted through e-Reimbursement. Non-employee reimbursements are created and submitted by employees serving as their Alternate.

E. Requesting Payment via Wire Transfer: Non-employee payments can be made via wire transfer upon request

  1. When filling out the Non-Employee Profile Setup Form, indicate payments are to be made by wire transfer by entering “Wire Transfer, ATTN: Cash Management” in the address field. Once activated for wire transfers, all reimbursement payments will be paid via wire transfer.
  2. If a non-employee profile already exists, submit a Non-Employee Profile Change Request Form to request payment via wire transfer.
  3. For each wire payment, fill out an Outgoing Wire/Draft Form and forward it to Cash Management.
  4. Upon approval of the Expense Reimbursement, payment will be automatically routed to Cash Management to process the wire transfer.

IV. Contact Roles and Responsibilities

A. Alternate: responsible for creating and submitting Expense Reimbursements on behalf of others. Employees who seek reimbursement can assign an Alternate to create and modify Expense Reimbursements for them, but the Employee must submit their own.  Expense Reimbursements for Non-Employees or recently-terminated Employees are created and submitted by Alternates.

B. Division Coordinator – responsible for submitting Non-Employee Profile Setup Forms and Non-Employee Profile Change Requests.

V. Definitions

A. e-Reimbursement: the web-based expense reimbursement submission and review tool.

B. Non-employee: an individual who does not have an active appointment at the University. Non-employees can be reimbursed for travel-related expenses through e-Reimbursement.

VI. Related References

VII.  Revisions

Procedure Number 3024.5
Date Approved May 8, 2017
Revision Dates 12/6/19 – Updated links

01/19/21 – Updated Procedure Number to 3024.5 from 320.5