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 and expense reimbursement policy.

Non-employee expense reports are created and submitted by Expense Data Entry Specialists in Workday Expenses. Generally, non-employees are subject to the same policy requirements as employees. Payment is made by check or wire transfer.

In order to reimburse guests and non-employee students, an Expense Data Entry Specialist must create an External Committee Member profile. For complete instructions on requesting new External Committee Member profiles, see Procedure 3024.5 How to Create, View, and Update External Committee Profiles in Workday.

Expense Data Entry Specialists create and submit expense reports on behalf of External Committee members via the Create Expense Report for Non-Worker task. For comprehensive directions on initiating an expense report for an External Committee Member, see Procedure 3024.1 Creating and Submitting an Expense Report.

Payments for non-employee expense reports are made via check mailed to the address on the recipient’s External Committee Member profile or via wire transfer. Expense Data Entry Specialists can view payment information for an expense report within an expense report on the Expense Payment tab.

Expense Data Entry Specialists can request void and reissue or void with cancellation via the Create Request task with the Request Type “Request to Void Check.” Only submit requests to void/reissue for payments over 30 days old or for payments with known errors (e.g. address entered incorrectly).

Procedure 3024.3 How to Find Expense Report Payment Details and Process Payment Void Reissue Requests records the step-by-step detail for each of these processes.

Wire transfers

Non-employee reimbursement payments may be made via wire transfer by electing the payment option “Manual – EXPENSES ONLY” on an expense report. Each wire transfer may incur a fee. Note: Profiles cannot default to wire transfer. Wire transfer must be selected in the Payment Election field of the header section of an Expense Report.

For each expense report requesting wire transfer, Expense Data Entry Specialists will receive a To-Do step in their Workday inbox to provide wire transfer information. For detailed information on setting up and completing wire payment requirements, see section D. Requesting payment via wire transfer for External Committee Members in Procedure 3024.5 How to Create, View, and Update External Committee Profiles in Workday.

Tasks

• Create Request (Request Type – “External Committee Member”) – This task is used to request creation of new External Committee Member profiles for guests and non-employee students.
• Create Request (Request Type – “Request to Void Check”) – This task is used to request void payment (or void and reissue payment) of an expense report payment.
• Create Expense Report for Non-Worker – Expense Data Entry Specialists initiate expense reports for External Committee Members via this task.

Reports

• External Committee Member List (UW) – Report is used to confirm whether a guest or nonemployee student already has an External Committee Member profile.
• Expense Report (UW) – Report is used to find and open/edit expense reports in “Draft” status or expense reports with “Hold” business purposes that require Expense Data Entry Specialist’s action. Report may be used to locate and track existing expense reports for External Committee Members at any stage of the approval (or payment) process.

Travelers and departmental staff should contact their Divisional Business Office for policy or procedural questions.

Divisional Business Offices may e-mail expensereimbursement@bussvc.wisc.edu with questions.