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Expense reimbursement

A page within Business Services

Expense reimbursement is now handled through Workday.

Travelers are individuals seeking reimbursement for travel and business-related expenses.  Travelers can enter their own expenses in e-Reimbursement, or can request their department’s Expense Data Entry Specialist (EDES) to enter expenses on their behalf.  Whether expenses are entered by the traveler or an EDES, travelers must submit their own expense reports for approval.

Note: The term "Traveler" is used in e-Reimbursement to describe the claimant. e-Reimbursements can be used for expense reimbursements other than travel.

Workday Get Help Website

Create and Expense Report - Employee

Entering Personal Expenses in an Expense Report

Create a Spend Authorization and Cash Advance Request

Training Information on travel and expense reimbursement can be found here: https://www.wisconsin.edu/travel/support/uw-la-crosse/

Formal training sessions on travel and expense reimbursement are held throughout the year. Questions on the next upcoming training event can be directed to UW-La Crosse’s Travel Manager, Emil Stoffel at emily.stoffel@wisconsin.edu or uwstraveloffice@uwsa.edu.

The following is not intended to be an all-inclusive list, but includes typical expenses that will not be paid or reimbursed by University funding sources:

  • Expenses which are not UW business related
  • Expenses not filed within the 90 day requirements
  • Expenses paid or reimbursed from outside sources
  • Alcoholic beverages
  • Spouse, family member's or travel companion costs (Chancellor's and President's spouse/partner may be allowable under separate policy)
  • Any expenses incurred as a result of voluntary cancellation of travel reservations (air, car, hotel, etc.) or supplier accessed penalties unless formally justified as exception.
  • Domestic phone calls
  • Lost/stolen cash or personal property
  • Personal items and services, e.g., toiletries, luggage, clothes, haircuts, etc.
  • Expenses for social events or non-business related activities, such as sightseeing tours, sport outings, excursions, etc.
  • Passports
  • Traffic citations, parking tickets and other fines
  • Additional charges incurred for personal reasons involving vehicle rentals
  • Locksmith charges for personal vehicles
  • Repairs, towing service, lubricants, etc. for personal vehicles
  • Excess cost of circuitous or side trips for personal reasons
  • Parking costs at the assigned headquarters
  • Meals included in business meetings, conference registrations, etc.
  • Pay for view movies in hotel/motel rooms
  • Personal entertainment
  • Additional costs for extra person(s)
  • Charges incurred for late lodging checkout
  • Lodging costs incurred at unlicensed facilities
  • Lodging within 50 miles of the home or headquarters city
  • Flight insurance
  • Trip insurance
  • Extra baggage charges for personal items, such as golf clubs, skis, etc.
  • Airline, car, hotel, corporate club or other membership dues
  • Childcare costs
  • Kennel fees
  • Late payment penalties and interest on corporate card
  • Any incidental expenses included in the per diem
  • Tips for taxi, shuttle, or car service (i.e. Uber, Lyft etc.) in excess of 20% of the total fare

UW-La Crosse implemented an Employee Education Assistance Policy in December 2017.  Reimbursement is primarily governed by UW System Administrative Policy 210, Educational Assistance for Faculty & Staff. Also, there is a relevant policy,  UWSA UPS Gen 23, Job-Related Coursework and Training.

Policy Highlights

  • Reimbursement is available to all Academic Staff and Faculty who hold appointments of half time or greater and University Staff employees who hold project appointments or appointments with an expectation of continued employment.
  • No more than one course, up to five (5) credits, or a training equivalent in any academic term (e.g., a semester, summer session or an equivalent) shall be reimbursed.
  • Reimbursements are available for job-related and for career-related courses.
  • Reimbursement may be subject to federal and state tax provisions.

For the full policy, please click on:  Employee Education Assistance Policy

Reimbursement Procedures

The Workday expense reimbursement module will be utilized for reimbursement of approved educational assistance. The Knowledgebase for submitting expense reports can be found here.

The Workday platform can be accessed from this website.

Submission Timeline

According to UW System Administrative Policy 405 Travel and Expense – General Travel & Expense Policy, tuition reimbursement must be submitted with the required supporting documentation within 90 days from the course end date or it will not be reimbursed by the University.

Please contact Spencer Wyman-Green with any questions.

If you need assistance, please email uwstraveloffice@uwsa.edu.