Expense Reimbursement

UW-Madison Accounting Services offers a web-based system to enter your expenses for reimbursement. Please see the Accounting Services Expense Reimbursement page for more information on the tools available and to submit your expenses for reimbursement.

Other Helpful InformationResponsibilities of Traveler (UW Employee)Responsibilities of Alternate

Other Helpful Information

  • Full instructions for eReimbursement site can be found here.
  • Matthew Jones (mjones44@wisc.edu) in the Biochemistry Office can act as a proxy to enter your expenses into the eReimbursement system. Proxy instructions can be found here.
  • Meals are claimed by daily per diem. You must select each me that is provided for your during your trip. The first and last days of the trip should also be marked in the per diem.
  • Lodging is claimed for the total amount of lodging paid at the end of the stay, not per night. It also may only be claimed for one individual, as any travelers sharing lodging must pay for their own portion of the room. Unless the cost of a single room is the same for double occupancy and the room split is worked out privately.
  • Itemized receipts are required for expenses excluding meals. Certain expense type receipts will be except without receipts depending on predetermined amount limits. Receipts must be received by department approver before expense approval can proceed.
  • Make sure you bring the hard copies of all your receipts to the Biochemistry office and either give them to Jennifer Marino directly or put them in the basket for expense receipts in the middle of the center console.
  • There are two levels of electronic approval required before payment can be made. The Approver is typically at the department level; the Auditor is typically at the Division/Dean level.
  • Payment for employees is made by means in which the traveler receives their payroll either via check or direct deposit. Payment for non-employees is distributed by check to the address designated by the traveler and will be made after the expense report is fully approved by all levels on campus.

Responsibilities of Traveler (UW Employee)

  • Know and comply with UW System travel policies.
  • Provide proper documentation (i.e., itemized receipts) of expenses.

  • Review Acknowledgement and Statement of Accountability.
  • Submit actual costs personally incurred.
  • As an employee, understand that expense reports can only be submitted by the traveler (employee) and not by a proxy (alternate) on behalf of the traveler.
  • Submit expense reports within 90 days from the date of return from travel.
  • Notify alternates of any communication received (e.g., e-mail notification) that requires additional action.

Responsibilities of Alternate

  • A Traveler (UW employee) may choose to assign an Alternate by Delegating Entry Authority to a designated employee.
  • An Alternate can prepare expense reports for a Traveler (UW employee) but can never submit expense reports for a traveler.
  • After preparing an expense report for a traveler (UW employee), the Alternate will notify the traveler that it is ready for submission.
  • An Alternate can also create and submit non-employee expense reports on behalf of non-employee visitors/travelers.