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