Reimbursing a Non-employee

How to reimburse non-employees for travel-related expenses.


Non-employees may be reimbursed for out-of-pocket travel-related expenses in accordance with UW–Madison travel policy.

Non-employee expense reimbursements are submitted through e-Reimbursement/SFS. Non-employee reimbursement requests must be submitted within 90 days of travel. Payment is made by check.

Non-Employee Travel Profile

This is an accordion element with a series of buttons that open and close related content panels.

How to create a profile

To create a new non-employee travel profile, submit a Non-Employee Profile Setup Form in e-Reimbursement.

Log into e-Reimbursement/SFS and select the Expenses tile. Next, select click on the Request Non-Employee Emplid tile.

Screenshot of the Expenses section of e-Reimbursement/SFS with an arrow pointing to the Request Non-Employee EmplId tile on the lower left side.

Select Request Non-employee Emplid from the left-side menu:

Screenshot showing the menu in the New Non-employee Emplid area with an arrow pointing to the "Request Non-employee Emplid" action.

Choose either Add a New Non-employee or Update an Existing Emplid and fill in all the required fields (identified by an asterisk):

Screenshot showing the dropdown in the e-Reimbursement Non-Employee Profile Set-up Form -- an arrow points to the "Form Action Requested" and two options for adding or updating an Emplid.

See below for a screenshot of the form:

Screenshot of the whole e-Reimbursement Non-Employee Profile Set-up Form.

The form continues with the alternate information section:Screenshot showing input area for adding employee delegates/alternates for the non-employee.

Payment

Payments for non-employee reimbursement are made via check mailed to the address on the recipient’s non-employee travel profile. To view payment details, go to the Expenses WorkCenter and select View Payment History from the Void/Reissue Payment menu.

Cancel/Reissue payment

To cancel and reissue a check for a lost non-employee reimbursement payment, fill out a Check Action Form. Only submit requests for payments over 30 days old or for payments with known errors.

Wire transfers

Non-employee reimbursement payments may be made via wire transfer upon request. Each wire transfer incurs a fee.

Update profile

To activate a non-employee travel profile for wire transfers, submit a Non-Employee Profile Change Request Form (or setup form for new non-employees) to Business Services. All reimbursement payments will be made by wire transfer once this change has been made.

Banking information

For each payment made via wire transfer, submit an Outgoing Wire/Draft Form to Cash Management.

Forms

Log into e-Reimbursement/SFS and choose the Expenses tile. Then click on the Request Non-Employee Emplid tile to initiate a new Non-Employee profile set up or change request form.

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.