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 reports are submitted through Shared Financial Services (SFS)/e-Reimbursement. 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
Create a new profile by submitting a Non-Employee Profile Setup Form in e-Reimbursement.
Log into e-Reimbursement/SFS and select the Expenses tile. Next, select the Request Non-Employee Emplid tile.
Select Request Non-employee Emplid from the left-side menu:
Choose either Add a New Non-employee or Update an Existing Emplid and fill in all the required fields (identified by an asterisk):
See below for a screenshot of the form:
The form continues with the alternate information section:
Make sure all required fields are filled and click “Submit.” You will receive a follow-up email once setup is complete.
Additional requirements for non-employee profiles of Nonresident Aliens (NRA)
The initiating department/division is responsible for obtaining, reviewing and retaining additional documents for Non-Resident Aliens prior to submitting a non-employee profile creation request and/or filing reimbursements. Documentation must be complete, accurate, legibly copied and kept on file in the initiating department/Division.
Notes:
- Do not send copies of documents to Accounting Services.
- For Canadians only: Use a second form of picture ID in lieu of the I-94 when the visitor does not obtain an I-94.
| Visa type | Documents required |
|---|---|
| H-1B |
|
| B-1/B-2 |
|
| Visa Waiver Country |
|
| F-1 |
|
| J-1 |
|
Payment
Payments for non-employee expense reports are made via check mailed to the address on the recipient’s non-employee travel profile or via wire transfer. 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, attach a completed Outgoing Wire/Draft Form to the expense reimbursement.
Forms
Log into Shared Financial Systems (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.
Policies and procedures
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Contact
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.