320.2 How to Assign an Alternate Procedure

How to Assign an Alternate Procedure
Procedure # 320.2
Rev.: 1
Effective Date: May 8, 2017

Related Policy: 320 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Graig Brooks (608) 262-8691


Contents

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

Alternates can create Expense Reimbursements on behalf of employees and non-employees and can submit Expense Reimbursements on behalf of non-employees and recently-terminated employees.  Current employees must submit their own Expense Reimbursements, even if they were created by an Alternate.

Current employees are responsible for adding and deleting their own Alternates.  The UW-Madison Travel Office will not assign Alternates for current employees.


II. Who is Affected by This Procedure

Employees who seek reimbursement for out-of-pocket or Corporate Card expenses; alternates who prepare expense reimbursements in e-Reimbursement.


III.   Procedure

A. For Employees

  1. Sign into e-Reimbursement.
  2. Click the Expenses WorkCenter tile.
  3. Click the Delegate Entry Authority link in the links panel along the left side.
  4. Click the plus sign to add an additional row.
  5. Enter the Alternate’s employee ID number in the Authorized User ID field. If you do not know the employee ID, click the magnifying glass next to the blank field, then click on Advanced Lookup.  Enter the Alternate’s last name in the Description field.  Locate the alternate and click on their name.
  6. The Authorization Level should be “Edit”. If an employee chooses “Edit & Submit”, it will revert to “Edit”.
  7. Click Save.

 

B. For Non-Employees

  1. Fill out a Non-Employee Profile Change Request Form.
  2. The Division Coordinator or other authorized personnel emails the form to the UW-Madison Business Services office, per the instructions on the form.
  3. The Alternate is notified via email when setup is complete.

 

C. For Recently-Terminated Employees – terminated employees can be reimbursed using their employee ID for up to 365 days after their termination date. Alternates must contact the UW-Madison Travel Office to be granted access to submit Expense Reimbursements for recently-terminated employees.


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. 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.

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


V. Definitions

  1. e-Reimbursement: the web-based expense reimbursement submission and review tool.
  2. 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.
  3. Recently-Terminated Employee: an employee whose last active appointment ended less than 365 days ago.  Expense Reports for recently-terminated employees can be submitted using their employee ID for up to 365 days after termination.  To add an alternate for a recently-terminated employee, contact Accounting Services (link to email).

VI. Related References


VII.  Revisions

Procedure Number 320.2
Date Approved May 8, 2017
Revision Dates