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.
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:
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.
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.
Non-employee reimbursement payments may be made via wire transfer upon request. Each wire transfer incurs a fee.
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.
For each payment made via wire transfer, submit an Outgoing Wire/Draft Form to Cash Management.
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.
Travelers and departmental staff should contact their respective Divisional Business Office for policy or procedural questions.
Divisional Business Offices may e-mail email@example.com with questions.