- Getting started
- Non-Reimbursable/Payable Expenses
Welcome to e-Reimbursement, a web-based system used to reimburse UW-La Crosse employees and non-employees for expenses incurred while traveling or conducting business for the University. All "paperwork" and approvals take place in e-Reimbursement through data entry, electronic attachments, and an automated workflow process.
5 requirements when submitting a travel e-Reimbursement that must be documented or noted:
1. BUSINESS PURPOSE – Include an agenda, schedule of events or itinerary that includes dates, location, event name, etc.
2. REGISTRATION – Include copy of registration receipt. If there is no registration fee, make a note in the “Expense/travel justification and supporting details” box as to why.
3. TRANSPORATION – Airfare, vehicle rental, mileage, train, etc.
- All airline reservations for University sponsored travel must be made though Fox World Travel, either within the online self-booking tool, Concur, or with a Fox World Travel agent.
- Use of third party booking sites, such as Expedia, hotels.com, Airbnb, etc. are prohibited and will not be reimbursed.
- Rental vehicles must be booked under the Big Ten Alliance Contract through Enterprise or National for authorized drivers age 18 and over. Authorized drivers 18-20 are restricted to domestic rentals only.
- When Enterprise or National do not serve the locaton of travel or when vehicles are not available, Hertz, under the State of Wisconsin (WSCA) contract, may be used.
- Rental vehicles are limited to compact/standard/intermediate vehicle classes.
- If you rode with someone, please note the first and last name of the person in the "Expense/travel justification and supporting details" box.
4. LODGING – Hotel, camp site, etc. If you stayed with a friend, relative, or colleague, please make a note in the “Expense/travel justification and supporting details” as to whom you stayed with.
- Verify lodging maximum by utilizing the Lodging/Meal & Incidental Calculator on UWTravelWIse.
- All non-conference lodging reservations, including local, are to be made through Concur. Use of online brokers or search sites such as hotels.com, Airbnb, etc. are prohibited and will not be reimbursed by the University.
5. MEALS – Per diem allowance includes all meals (not already provided/paid for by your conference) and incidental expenses defined as: fees & tips for service staff, transportation between lodging and places where meals are taken, laundry/dry cleaning and bottled water – for international travel needs. Receipts are not required for meal and incidental per diem reimbursements.
Travelers are individuals seeking reimbursement for travel and business-related expenses. Travelers can enter their own expenses in e-Reimbursement, or can assign an alternate to enter expenses on their behalf. Whether expenses are entered by the traveler or an alternate, travelers must submit their own expense reports for approval.
Note: The term "Traveler" is used in e-Reimbursement to describe the claimant. Not all expenses will be incurred while in travel status.
Alternates are individuals assigned to employee or non-employee profiles to enter expenses in e-Reimbursement. Alternates working on behalf of non-employees can enter and submit reports for approval; however, employees must submit their own reports.
Note: Prior to entry, alternates must be assigned:
- For employee profiles.
- For non-employee profiles.
Approvers serve as the first few levels of approval in the automated workflow after an expense report has been submitted. Approvers are included in the workflow based on the individual traveling, as well as the funding source of the travel expenses. Approvers are responsible for ensuring full compliance with University of Wisconsin policy. Approvers should review and approve the appropriateness of the expenses, accuracy of the accounting, and adequacy of the documentation provided in support of the request.
- Level 1 - Supervisor Approval- direct supervisor of traveler
- Level 2 - Department Approval - WISDM manager of the funding account unless delegated by signature authority
- Level 3 - Grant Approval - grant approval for 133, 144, 233 funding sources
For the Traveler - How to...
- Assign an Alternate
- Change Default Funding
- Choose the Per Diem Deductions
- Create Expense Reports in the Expense Module
- Create Expense Report for Relocation Reimbursement
- Create Travel Authorizations in the Expense Module
- Determine Mileage Reimbursement Rates in the Expense Module
- Get Reimbursed for Meals with Interview Candidates
- Use the Travel Reduction Expense Type
- Use the Receipt Split Function in the Expense Module
- Work with my Corporate Card Expenses in the Expense Module
For the Alternate - How to...
For the Approver - How to...
Please review our two types of e-Reimbursement events to best suit your needs.
Business Services e-Reimbursement Training Sessions highlight travel policies, walk through e-Reimbursement, and provide answers to your questions. Please join us for these upcoming training opportunities! These sessions will run approximately one hour. To register, please email Kelly Myrup at email@example.com. Training dates and times are listed below.
- Thursday, December 14 at 2 pm
- Wednesday, January 17 at 2 pm
- Thursday, January 25 at 9 am
- Wednesday, January 31 at 2 pm
- Thursday, February 8 at 9 am
- Wednesday, February 14 at 2 pm
- Thursday, February 22 at 9 am
- Wednesday, February 28 at 2 pm
- Thursday, March 8 at 9 am
- Wednesday, March 21 at 2 pm
- Thursday, March 29 at 9 am
- Wednesday, April 4 at 2 pm
- Thursday, April 12 at 9 am
- Wednesday, April 18 at 2 pm
- Thursday, April 26 at 9 am
- Thursday, May 3 at 9 am
- Wednesday, May 9 at 2 pm
- Wednesday, May 16 at 2 pm
e-Reimbursment Assistance – Q & A
Business Services e-Reimbursement Assistance Sessions are an opportunity for you to stop in to our office at 125 Graff Main Hall to receive assistance in completing your e-Reimbursements. Our Assistance sessions would best suit your needs if you have already completed a Training session and have specific questions on an e-Reimbursement or Travel Authorization that you are working on.
Registration is not necessary, as you can stop in at any time during the hour. Please feel free to bring your laptop and supporting documentation as applicable.
If you are new to e-Reimbursement or need a refresher, please attend an e-Reimbursement Training session, as the Assistance sessions are for individuals familiar with e-Reimbursement.
These sessions are held for one hour, and the dates and times are listed below.
- Tuesday, December 12 at 3 pm
- Wednesday, December 13 at 10 am
- Tuesday, December 19 at 1 pm
- Thursday, December 28 at 3 pm
- Tuesday, January 9 at 10 am
- Thursday, January 18 at 3 pm
- Tuesday, January 23 at 10 am
- Wednesday, January 24 at 3 pm
- Tuesday, January 30 at 3 pm
- Thursday, February 1 at 10 am
- Tuesday, February 6 at 10 am
- Wednesday, February 7 at 3 pm
- Tuesday, February 13 at 3 pm
- Thursday, February 15 at 10 am
- Tuesday, February 20 at 10
- Wednesday, February 21 at 3 pm
- Tuesday, February 27 at 3 pm
- Thursday, March 1 at 10 am
- Tuesday, March 6 at 10 am
- Wednesday, March 7 at 3 pm
- Thursday, March 22 at 10 am
- Tuesday, March 27 at 10 am
- Wednesday, March 28 at 3 pm
- Tuesday, April 3 at 3 pm
- Thursday, April 5 at 10 am
- Tuesday, April 10 at 10 am
- Wednesday, April 11 at 3 pm
- Thursday, April 19 at 10 am
- Tuesday, April 24 at 10 am
- Wednesday, April 25 at 3 pm
- Tuesday, May 1 at 10 am
- Wednesday, May 2 at 3 pm
- Tuesday, May 8 at 3pm
- Thursday, May 10 at 10 am
- Thursday, May 17 at 10 am
- Tuesday, May 22 at 10 am
- Thursday, May 31 at 3 pm
Select Funding Option Available - Effective 2/22/17
Upon creating an e-Reimbursement, you will see a screen titled Select Funding. This page displays your available funding to apply to your expense report. If you do not see the desired funding, you can set specific funding by using the "Use Custom Values" button. The funding selected will be used for the travel authorization or expense report you are currently creating.
If an expense needs to be split between multiple funding sources, it will need to be split within the expese report on the page following Select Funding. You can then identify funding by clicking on Accounting Default (applies to the entire report) or in the Detail of the specific line(s).
Within the "Use Custom Values" section you can select any Business Unit, thus there is no longer a need to create a non-employee ID to reimburse an employee from another campus.
If a campus uses HR Supervisor in the workflow, the expense report will follow the HR Supervisor for the funding you picked.
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 activites, such as sightseeing tours, sport outings, excursions, etc.
- 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
- Greeting cards
- Any incidental expenses included in the per diem
Auditors are members of the Accounts Payable team in Business Services, and serve as the final level of approval in the automated workflow process. Each team member is assigned to a division on campus to assist with the e-Reimbursement process, as well as audit the division's expense report.
- Beth Naas - firstname.lastname@example.org
- 08 - College of Business (CBA)
- 28 - College of Liberal Studies (CLS)
- 36 - College of Science & Health (SAH)
- 025 - International Education
- Ryan Preuss - email@example.com
- 02 - Academic Affairs (except International Education)
- 07 - Administration & Finance
- Julie Schumacher - firstname.lastname@example.org
- 04 - Student Affairs
- 05 - University Advancement