E-Reimbursement and Travel

Travel

When traveling for a work-related purpose, remember that travel expense guidelines must be followed.  Read these guidelines before traveling, booking flights, or making hotel reservations. Non-reimbursable expenses are the responsibility of the traveler.

Non-reimbursable expenses (these are several frequently encountered examples):

• Airline ticket upgrades for coach tickets with extra leg room, or for business or first class
• Room service
• In-room movies
• Entertainment

Some travel expenses may be charged directly to the Department Travel Card (contact Bob Duessler to use this card). These include:

• Conference registrations
• Transportation expenses
• Hotel reservations

Note: Hotel rooms may be reserved on the department travel card but you will be asked to pay for the room on your own card at time of checkout.

To use the Department Travel Card, you must submit the following documentation:

• Business purpose (e.g., conference schedule, "to collaborate with [Name] on [project, etc.]")
• Funding (A481500 or other UDDS, fund such as 144 or 233 and project such as PRJ1234)
• Copy of a paid receipt

E-Reimbursement

• To submit a request for expense reimbursement, log in to My UW, then navigate to the “Services” tab. You may also go to https://portal.sfs.wisconsin.edu/psp/sfs/EMPLOYEE/ERP/h/?tab=DEFAULT and begin a new e-reimbursement by selecting “Create.”
• Turn your accompanying receipts in to Chad Skemp in Room 1123 or call Chad at 608.262.1481 with any questions.
• You may wish to designate an alternate person to submit e-reimbursement requests for you.

Review the General Department Expense Guidelines (.pdf).

Additional Resources

• Search the DoIT KnowledgeBase for information about E-Reimbursement