How to get reimbursed for UW-Madison travel-related and non-travel-related expenses.
UW-Madison employees are reimbursed for out-of-pocket travel-related expenses in accordance with UW-Madison travel policy.
Employees are responsible for following travel policy, retaining required receipts, and submitting expense reimbursements in a timely fashion (no later than 90 days from the end of the trip).
Deadlines for Reimbursement
All Expense Reimbursements must be submitted within 90 days of:
- The end of the trip (for travel-related Expense Reimbursements)
- The date of the purchase (for non-travel-related Expense Reimbursements)
- The end date of the course (for tuition or job training Expense Reimbursements)
Travelers may seek reimbursement for airfare, registration fees, required lodging deposits and lodging/vehicle rental reservation guarantees at the time payment is made. All other travel expenses are reimbursable after the trip is complete.
How Do I Get Reimbursed?
Employees get reimbursed by submitting an Expense Reimbursement through e-Reimbursement. Once submitted, Expense Reimbursements get reviewed by an Approver, then an Auditor. Once an Expense Reimbursement has been fully approved, the reimbursement amount is directly deposited into the employee’s bank account within 5 business days.
What Can I Get Reimbursed For?
All reimbursable expenses must comply with UW-Madison travel policy. Reimbursable travel expenses include:
Transportation
Reimbursement for airfare, rental vehicle, personal vehicle mileage, train, bus, taxi, or any other necessary means of transportation.
International Travel
Including visa fees, vaccinations/inoculations, currency exchange fees, foreign transaction fees.
Receipt Requirements
All required supporting documentation must be attached electronically to the expense reimbursement. Electronic receipts must be clear and legible. Efforts must be made to redact any sensitive information from receipts in order to comply with HIPAA and campus privacy policy.
Receipts are always required for:
- Airfare
- Lodging
- Vehicle Rentals
- Gasoline for vehicle rentals
- Fleet vehicle rentals
- Long-distance train or bus fares
- Hosted meals/events
- Currency processing/foreign transaction fees
- Internet for business use while in travel status
- All non-travel purchases
Receipts are required when the expense exceeds $25 for:
- Baggage and seat fees
- Local transportation (taxi, limo, bus, rail, etc.)
- Tolls
Receipts are never required for individual meals which are reimbursed as a meal per diem.
Receipts are always required for travel expenses paid on the Purchasing Card and should be retained with Purchasing Card supporting documentation.
Other Supporting Documentation
In addition to receipts, it may be necessary to retain other supporting documentation to support a reimbursement claim such as an airfare cost comparison, conference brochure or agenda. The Expense Report and its attached documentation must provide enough information for an Approver, Auditor or post-payment auditor to review the validity of the expenses without any follow-up.
Non-Travel Reimbursements
If other payment options are not available, it may be appropriate for an employee to be reimbursed for non-travel-related out-of-pocket expenses. A receipt is always required for non-travel reimbursements.
Expense Reimbursement Roles and Responsibilities
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Travelers/Claimants/Employees Seeking Reimbursement
Employees are responsible for submitting their own Expense Reimbursements in a timely fashion and following 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.
Alternates
Alternates are 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.
Non-Employees Seeking Reimbursement
Reimbursement payments for Non-Employees are processed through e-Reimbursement by an Alternate. Do not confuse this with payments for services, which must be processed on a Payment to Individual Report (PIR).
Approvers
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.
Auditors
Expense Reimbursements are reviewed by an Auditor after the Approver. Auditors are responsible for reviewing Expense Reimbursements for policy compliance.
Division Coordinators
Division Coordinators are responsible for approving Approver/Auditor assignments, relaying updates and other communications, and serving as a policy reference for Travelers, Alternates, Approvers, and Auditors in their respective division.
Using the My Corporate Card
In addition to being reimbursed for out-of-pocket expenses, Employees can use e-Reimbursement to pay their My Corporate Card balance.
Apply for and appropriate use of My Corporate Card
How to work with My Corporate Card and My Wallet in e-Reimbursement
Expense Reimbursement Training
Traveler/Alternate
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Beginner
This session is intended for alternates, self-service travelers and anyone else interested in learning about travel and expense reimbursement. It is not required that alternates or self-service travelers attend this course prior to submitting for expense reimbursement. The focus of this course is to provide an overview of procedures, documentation requirements, high-level policy and will include a demonstration.
Advanced
This question and answer session is intended for alternates and self-service travelers that have experience creating reports in e-Reimbursement. This open forum will provide an opportunity to ask questions regarding system functionality, procedures, requirements, and policy.
Approver/Auditor
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Beginner
This session is intended for those assigned to the roles of approver, back-up approver, auditor, or back-up auditor. This course is required prior to performing any approval responsibilities or receiving assignment in the system. This course focuses on approval responsibilities and procedures, documentation requirements and high-level policy. Attendees should bring a completed Approval Delegation Agreement to class.
Advanced
This question and answer session is intended for those assigned to approval roles in e-Reimbursement. Attendees should have completed the beginner Approver/Auditor training session and have experience approving reports in e-Reimbursement. This open forum will provide an opportunity to ask questions regarding procedures, responsibilities and policy. It is also used to communicate items of interest (e.g. technical changes, etc).
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Contact
Travelers and departmental staff should contact their respective Divisional Business Office for policy or procedural questions.
Divisional Business Offices may e-mail expensereimbursement@bussvc.wisc.edu with questions.