Expense reimbursement

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.

You can access e-Reimbursement with your UWL NetID.

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, add a note by clicking on the Justification tile to provide an explanation.

3. TRANSPORATION – Airfare, vehicle rental, mileage, train, etc.

• All airline reservations for University-sponsored travel must be made through Travel Incorporated, either within the online self-booking tool, Concur, or with a Travel Incorporated agent. Fox World Travel is used for group travel.
• 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 location 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.
• A limited number of fleet vehicles are available for use through Facilities, Planning, & Management. For more information, please contact them at extension 8585.
• If you rode with someone, please note the first and last name of the person by clicking on the Justification tile and adding the information.

4. LODGING – Hotel, camp site, etc. If you stayed with a friend, relative, or colleague, please add a note by clicking on the Justification tile to provide an explanation 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.
  
• A conference or host site is defined as a lodging facility identified by the sponsor. A brochure, program, or registration information identifying the conference or host site must be included as an attachment within the e-Reimbursement report.
• Certain hotels offer direct billing to UW-La Crosse. This list of these hotels can be viewed: La Crosse Area Hotels Offering Direct Billing.

 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.

• Remember to choose your Per Diem Deductions.
• Check the “First/last day of trip” boxes for your first and last day of travel.
• Verify daily meal maximum by utilizing the Lodging/Meal & Incidental Calculator on UWTravelWIse.
• Certain establishments offer direct billing to UW-La Crosse. This list of these establishments can be viewed: La Crosse Area Restaurants Offering Direct Billing.

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. e-Reimbursements can be used for expense reimbursements other than travel.

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 of an e-Reimbursement, alternates must be assigned for the following:

• For employee profiles.
  
  • How to Assign an Alternate in e-Reimbursement
• For non-employee profiles.
  • Non-employee Profile Set-up Request

To review reports that you have created for yourself or on the behalf of others, refer to:

• How to Review Reports for Yourself & as an Alternate

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

Resources for Approvers

• How to Approve Transactions in e-Reimbursement
• How to Reassign Workflow in e-Reimbursement
• Responsibilities of Approvers
• Routing to Another Approver
• Alert Bubble Warning

• Business Purposes for an e-Reimbursement
• Expense Types and Billing Types 
• Expense Report Statuses

For the Traveler - How to...

• Assign an Alternate
• Choose the Per Diem Deductions
• Select e-Reimbursement Funding
• Create Expense Reports in the Expense Module
• Create Travel Authorizations in the Expense Module
• Create/Submit a Cash Advance
• Pull a Cash Advance into an Expense Report
• Determine Mileage Reimbursement Rates in the Expense Module
• Get Reimbursed for Hosted Meals with Interview Candidates
• Use the Travel Reduction Expense Type
• Use the Receipt Split Function in the Expense Module
• Find the Status of an e-Reimbursement
• Expense File Attachment Issues
• Create an Expense Report for Relocation Reimbursement
• Delete a Returned or Not Submitted Expense Report
• Per Diem Calculator Tile
• Copy a Closed Expense Report

For the Alternate - How to... 

• Review Reports for Yourself & as an Alternate
• How to Create an Expense Report for Relocation Reimbursement
• Arrange and Pay for Interview Candidate Travel

For the Approver - How to... 

• Approve Transactions in e-Reimbursement
• Reassign Workflow in e-Reimbursement
• Responsibilities of Approvers
• Routing to Another Approver
• Alert Bubble Warning

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

• 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.

1. Click on the Expenses tile
2. Click on Create Expense Report tile
3. Business Purpose: Professional Development
4. Description: Employee Educational Assistance
5. Default Location: Location of course
6. Reference: NONTRAV (not a travel related report)
7. Attachments: The following are required
   1. Approval letter from Human Resources
   2. Evidence of completion: grade awarded or completion certificate
   3. Paid Invoice or Billing Statement
8. Click on Accounting Defaults and enter the funding string provided in the Human Resources Approval Letter:  Fund: XXX  Dept: XXXXXX  Prog: X
9. Justification: Course Name, Course Number, Academic Semester, and Institution Name
10. Click on Add Expense button
11. Date: Enter the last course or payment date
12. Select applicable Expense Type based on the definition:
    1. Tuition/Training-Career: a course or class from an accredited University or Technical College, etc. for the purpose of meeting the minimum educational requirements for a job or will qualify the employee for a new trade or business. May be tax reportable.
    2. Training/Dev-Job: costs related to job-related training not classified as tuition.
13. Description: Course Name, Course Number, Academic Semester, and Institution Name
14. Payment: Personal Funds
15. Amount: Invoice or Billing Statement amount for the approved course not to exceed the Human Resources Approval Letter amount
16. Non-Preferred Merchant: Name of Institution (e.g. UW-La Crosse)
17. In the upper-right hand corner, click on one of the following
    1. Save:  This will save the report for later.
    2. Review and Submit: This will send the report through the approval workflow.

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