If you are sitting down and working on an E-Reimbursement E-REIMBURSEMENT JOB AIDS are extremely helpful.

E-reimbursement has arrived! E-reimbursement is the University’s new self-serve, web-based travel and expense reimbursement system. The goal of the new online e‑reimbursement system is to streamline, standardize, and automate travel and expense reimbursement for UW‑Madison. Our Dean’s office has notified us that we must begin using e-reimbursement effective immediately. The e-reimbursement system will be used for all reimbursements. Please make sure that you read through all the guidelines (www.bussvc.wisc.edu/acct/policy/travel/othernontravel.html) before making any purchases as justification for reimbursement must be made when not using MDS, DOIT numbers or the department purchasing card. After completion, your electronic ER (employee reimbursement) will be submitted to Mary for her review and approval and then submitted to South Hall electronically for their review and approval. Once approved by South Hall, your reimbursement should be direct deposited into the bank account that you currently use for payroll deposit within 3-5 business days!! If any expenses were paid using the US Bank personal-liability Visa corporate travel card, issued to UW employees for travel and business-related expenses while in travel status, they will be paid directly to US Bank, by the University, on behalf of the cardholder. Further information on this card is available at: www.bussvc.wisc.edu/acct/TEWeb/travel/ccredit.html.

Travelers (Faculty/Staff) will need to attend a training session (live or on-line) to learn how to submit their expenses electronically (see url below). In addition to submitting your expenses electronically, you will still need to provide Mary with receipts before your reimbursement can be processed (exception, we no longer need a receipt for expenditures under $25). Mary and Cheryl have attended training and the new system is easy to use and will provide a much quicker turn around time for reimbursement. An additional benefit of the new system is the capability to track your reimbursement as it is processed. The old system did not have this capability. We realize that there will be a learning curve for all of us as we transition to this new process, but the end result will be a more efficient reimbursement process. We will be happy to help with any questions you may have after you have completed training and ask for your patience as we all adapt to the new system. E-reimbursement is already being used by other Departments on campus and has been well received!

Training for Travelers (Faculty/Staff): http://www.bussvc.wisc.edu/acct/TEWeb/reimbursement/traveler-alt/index.html

Training must be completed in order to be assigned access to the system. Without access, you will not be allowed to submit your reimbursements.

Receipts: Envelopes (Redi-File Clasp Envelopes 9 x 12 #38090) for receipts will be located in room 618.

Labels for receipt envelopes will also be located in room 618, the template is available at the website above.

Please review the Accountability, Compliance, and Responsibility section on the web site above and the Reference Guides section (copy of the first screen of web site attached)

Changes to UW Travel policy can be found at http://www.bussvc.wisc.edu/acct/acct.html Please note that there are three new policy titles: 201.Q-Travel: Other Non-Travel, 201.R-Travel: Other Travel, and 201.S-Travel: Registration Fees These titles reflect policy changes so please review them.