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.  Non-employee reimbursement requests must be submitted within 90 days of travel.  Payment is made by check.

Non-Employee Travel Profile

To create a new non-employee travel profile, submit a Non-Employee Profile Setup Form to nonemployee@bussvc.wisc.edu.  All requests must be routed through the Dean’s/Divisional Business Office.

Once setup, the requester and alternate will be notified.  The alternate can then submit an expense reimbursement for the non-employee.

Non-employee travel profiles do not expire and can be used as needed.  To see if a non-employee travel profile already exists or to check the accuracy of an existing non-employee travel profile, go to the Expenses WorkCenter and select Update Profile from the Employee Data menu.

To update the address, default funding, date of first travel, or alternate assignments for an existing non-employee, submit a Non-Employee Profile Change Request Form to nonemployee@bussvc.wisc.edu.  All requests must be routed through the Dean’s/Divisional Business Office.

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.

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.