Cost Grid _ No Search Working

This is a tool in draft form and is being tested. When final, communication to L&S staff will go out. The Cost Grid is meant to be used by L&S financial staff as a place to find information related to expense types, typically for transactions relating to expense reimbursements or p-card transactions. Use this guide to ensure policies are followed and that explanations for and attachments to transactions are consistently treated throughout all Teams.

Please share the L&S Travel Quick Guide with any person traveling on behalf of the UW and the L&S P-card Quick Guide for all who have a P-card.

General Guidance

Methods for Payments

Expense Reimbursements 

Procurement Cards or Department Cards

  • P-cardholders may make allowable purchases for themselves and for others, but may not share their card details for others.
  • Department Cards may be used by multiple people within a Department.  They are issued to a single person within a Department and that person is responsible for the proper usage by others.  
  • L&S P-card Quick Guide indicates what is and what is not allowable on a P-card or Department Card.
  • Business Services Purchasing Card page.

Corporate Cards

  • An individual liability card issued to an employee for UW business use only.  Employees still need to submit expense reports for payment to US Bank.  
  • Business Services My Corporate Card page.

Requisition/PO/Invoice

Invoice

Payment to Individual (PIR)

Business Purpose

  • Business Purpose: When using university funds or requesting a reimbursement from university funds, documentation of a clear business purpose is required so an approver, auditor, site manager, and/or post-payment auditor may reasonably conclude and agree the expenditure is an appropriate business expense. The business purpose, which is defined as one that supports or advances the goals, objectives, and mission of the university, adequately describes the expense as a necessary, reasonable, and appropriate business expense for the university. All expense reimbursements must include a university business purpose.

GuidanceL&S, UW-3024

What is a Receipt

  • An original receipt is a written acknowledgment that the vendor has been paid for providing goods or services.  To be considered original it must show:
    • The name & address of the vendor providing the goods or services
    • The date that the specific services were received or items were purchased
    • Itemization of the services and/or goods and pricing
    • Final amount due and evidence that it was paid
    • Credit card receipts that do not show what was being purchased are not acceptable.
  • For Purchase Cards: If a receipt cannot be obtained a missing receipt form must be completed

Guidance: UW SystemMissing Receipt Form

Student Travel

    • Follow Student Payment Guidelines
    • Clery act guidance if applicable, including address, see UW Procedure 3024.1, #14 
    • Employees may claim travel-related expenses for students where it would be inappropriate to request students to pay for their own travel expenses. Meals reimbursed under this exception are reimbursed as business meals, not individual meal per diems. Efforts should still be made to direct pay for student expenses using purchase cards or other direct methods of payment.
    • Student employee expenses that have a UW business purpose and benefit to UW are subject to the 90-day requirements and would require the accountable plan form if over 90 Days. Expenses for non-employee Universities of Wisconsin students are exempt from the 90-day requirements. (Under student travel)

    Claiming Own Expenses

    • Employees may not claim travel-related expenses for other travelers. Exceptions:
      • Shared lodging expenses
      • Shared transportation expenses
      • Student travel where it would be inappropriate to request students to pay for their own travel expenses. Meals reimbursed under this exception are reimbursed as business meals, not individual meal per diems.

    Guidance: UW-3024, Example

    Travel Itinerary

    • A travel itinerary should include information for each day of travel and what business activities were conducted on each day.

    Guidance: L&S KB 

    Travel

    Airfare

    Airfare
    Review Attachments
    • Purchased from Concur or Fox World Travel. (unless international purchased in-country) 
    • Timeframe reasonable and within policy 
    • Receipt amount correct 
    • Airfare is allowable for reimbursement prior to travel  
    • One-way flights are ok if for business reason.  If all business, no cost comparison is needed. Also ok for long trips where return flight dates aren’t available to be booked yet. 
    • Coding is valid and has funding available
    • No personal credits, vouchers or gift cards being reimbursed. 
    • Itemized receipt (Fox World Travel Invoice) 
    • Itinerary/conference agenda /flyer/program  Do not provide a link, attach the document 
    • Cost comparison, if indirect routing/extra stops (non-business) or non-local airport used for departure/return. 

    Business Purpose: What was the purpose of the trip?  What were the dates of the trip? What was the specific benefit to the UW gained from this trip? 

    GuidanceL&S Airfare, UW-3016-Air Travel and Booking a Flight 

    Gas

    Gas
    Review Attachments
    • Timeframe reasonable and within policy 
    • Receipt amount correct 
    • Authorized Driver, if UW employee. How to become authorized 
    • Coding is valid and has funding available 
    • Rental car is also being claimed for reimbursement.  If not a rental car, mileage must be claimed instead
    • Itemized Receipt

    Business Purpose: What was the purpose of the trip?  What were the dates of the trip?   

    Guidance: Using a vehicle for business travel 

    Lodging

    Lodging
    Review Attachments
    • Purchased from Concur, Fox World Travel, directly with hotel or with Airbnb
    • Timeframe reasonable and within policy 
    • Receipt amount correct 
    • Lodging rate within limit of city’s per diem 
    • Name on the receipt matches traveler.  If not, need names and affiliation of those staying in the room or an explanation. 
    • Other fees separated out in its own expense line, such as parking or internet. 
    • Extra charges (food, room service, upgrades, etc.) removed from total being claimed   
    • No third-party booking except AirBnb, which is allowable. No Expedia, Travelocity, hotels.com, kayak, etc.  No VRBO. 
    • Coding is valid and has funding available 
    • Average of all days within maximum is allowable   
    • Lodging per diems may be exceeded if the hotel is a conference hotel as recommended by the conference organizer on their website or brochure.  Note in the comments that the rate is being exceeded because of the conference hotel exception, as well as attaching documentation. 
    • Per the Clery Act, any lodging with students must use the student lodging expense type, even if lodging is share with faculty or staff.  The lodging address must be in the description field.  
    • If lodging is needed for more than 30 days, pre-approval from L&S Director of Business Services (Michele Gundrum) is required.
    • Prepayment is allowed (when required by lodging facility) prior to travel.
    • Itemized receipt with zero balance 
    • Itinerary/conference agenda 
    • Conference brochure or website printout with proof of conference hotel, if applicable 
    • If more than 30 days, documentation of pre-approval

    Business Purpose: What was the purpose of the trip?  What was specific benefit to the UW gained from the purchase? 

    GuidanceReserving Lodging, UW-3017 Lodging;  

    Meals - Travel - Per Diem

    Meals- Travel - Per Diem
    Review Attachments
    • Timeframe reasonable and within policy 
    • Meal per diem must be reduced for first/last day of travel 
    • Provided meals are deducted 
    • Coding is valid and has funding available  
    • Day trip meal allowance is used for non-overnight trips. This should not be confused with business meal policy UW-3039
    • Itinerary/conference agenda to show business days and meals provided 
    • Flight itinerary to show dates of travel 

    Business Purpose:  What was the purpose of the travel?  What was specific benefit to the UW gained from the purchase? 

    GuidanceUW-3018 Meals and Incidentals UW-3039

    Mileage

    Mileage
    Review Attachments
    • Authorized Driver, if UW employee, including students who are also employees and volunteers on behalf of the UW. 
    • Personal vehicle used 
    • Coding is valid and has funding available 
    • Commuting mileage from home to work is non-reimbursable.
    • Cost comparison needed for roundtrips of 1,000 miles or more.
    • Google map printout with to and from addresses (PDF, not html)
    •  If over 1,000 miles round trip, comparison showing it was most cost-effective option. If not most cost effective reimbursement reduced to maximum of 1,000 miles.
    • Add agenda/itinerary, if applicable.  

    Business Purpose:  What was the purpose of trip?  What is the UW Benefit?   

    GuidanceUsing a vehicle for UW business travel, Driver Authorization instructions, Policy UW-3019 Vehicle Use/Rental  

    Parking

    Parking
    Review Attachments
    • Timeframe reasonable 
    • Receipt amount correct, needed if over $25 or on p-card
    • Coding is valid and has funding available 
    • Authorized Driver, if UW employee, including students who are also employees and faculty and staff.
    • Only overnight parking is allowed on p-card.  Daily parking not allowed on p-card.  Any parking allowed on expense reimbursement.
    • If parking is the only expense being claimed (no rental or mileage), then do not need to be authorized driver. 
    • Itemized Receipt if over $25 or on p-card
    • Add agenda/itinerary, if applicable.

    Business Purpose:  What was the purpose of trip?  What is the UW Benefit?   

    GuidanceUsing a Vehicle for UW business travel, Policy UW-3019 Vehicle Use/Rental, Driver Authorization instructions, 

    Relocation and Moving Expenses Stipend

    Relocation
    Review Attachments
    • Stipend made no more than 30 days in advance of the employee’s actual relocation date.  
    • Additional expense line for 30% tax withholding reduction. 
      • Coding is valid and has funding available 
      • Offer letter showing amount of award of stipend. 

      Business Purpose:  What was the date of the move?  Where is the employee moving from? 

      GuidanceUW-3079 Relocation, 3079.1 Processing a Relocation Stipend 

      Rental Cars

      Rental Cars
      Review Attachments
      • Timeframe reasonable and within policy 
      • Receipt amounts correct 
      • Authorized Driver, if UW employee, including students who are employees and UW 
      • Rented on contract.  
      • Coding is valid and has funding available  
      • Midsize SUV vehicle class and below, unless documented need for larger vehicle  
      • No refueling fees from vendor 
      • No add-ons (GPS, satellite radio or roadside assistance, etc.) 
      • Itemized Receipt (not estimated costs) 
      • Add agenda/itinerary if applicable.

      Business Purpose: What was the purpose of the travel?  What business activities did having a rental car facilitate? How was the rental car the most cost-effective method of transportation?  Why was a rental car needed (rather than using public transport or uber)?  

      GuidanceUsing a Vehicle for UW business travel, Policy UW-3019 Vehicle Use/Rental, Driver Authorization instructions, 

      Student Travel

      Student Travel
      Review Attachments
      • Timeframe reasonable and within policy 
      • Receipt amount correct 
      • Follows Student Payment Guidelines 
      • Coding is valid and has funding available 
      • Clery Act guidance if applicable, including address, see UW Procedure 3024.1, #14 
      • Employees may claim travel-related expenses for students where it would be inappropriate to request students to pay for their own travel expenses. Meals reimbursed under this exception are reimbursed as business meals, not individual meal per diems. Efforts should still be made to direct pay for student expenses using Purchase Cards or other direct methods of payment.
      • Itemized receipt 
      • Itinerary/conference agenda 

      Business Purpose:  Is this a research payment, UW Business or personal enrichment?  Where What was specific benefit to the UW gained from the purchase? 

      GuidanceStudent Payment Guide, Payments to Students, UWPD Clery Act, Payroll and Travel Policy Updates, UW-3024

      Transportation, Local – Taxi/Uber/Bus/Rail/Subway

      Transportation, Local
      Review Attachments
      • Timeframe reasonable and within policy 
      • Receipt amount correct, needed if over $25 or on a p-card
      • Each ride has its own expense line. 
      • Note pick up and drop off point in expense line comment
      • Standard fare only (not Uber Comfort/Black, or Lyft Extra Comfort) 
      • Tip amount not greater than 20% 
      • Coding is valid and has funding available  
      • Lowest cost reasonable method of transport 
      • Reservation Fee allowed.  Business justification needed for wait time, priority pick-up, etc. 
      • If extra stops, business justification needed 
      • Itemized receipt if over $25 or on a p-card.
      • Add agenda/itinerary if applicable.

      Business Purpose: Where was the transportation to and from?  What was the purpose of the transport? 

      Guidance: Traveling - Once you’re there, Local-Distance Ground and Local Transportation UW-3020 

      Transportation, Ground Long-Distance - City to City Bus/Train

      Transportation, Ground Long-Distance
      Review Attachments
      • Timeframe reasonable and within policy
      • Receipt amount correct
      • Receipt always required, regardless of amount 
      • Coding is valid and has funding available 
      • Can be booked with train provider directly or by calling Fox World Travel 
      • Itemized receipt 
      • Comparison showing it was most cost-effective option if over 1,000 miles round trip. 
      • Add agenda/itinerary if applicable.

      Business Purpose: Where was the transportation to and from?  What was the purpose of the transport? 

      Guidance: Travel Planning and Booking, Local-Distance Ground and Local Transportation UW-3020,

      International Travel General Info

      Cash Advances

      • Travelers may request a cash advance only if no other payment options are available or practical.
      • e-Reimbursement cash advances may not exceed 100% of the estimated expenses to be paid by the traveler.

      GuidanceUW-3025

      CISI

      • Effective January 1, 2022, enrollment in CISI International Travel Accident, Sickness, and Security Assistance Insurance coverage is required for all University of Wisconsin–Madison faculty, staff employees and appointed volunteers when traveling internationally or to any U.S. territory* for the purposes of engaging in University-related academic, research, business or sponsored Program activities. (*Travel to a U.S. territory includes travel to Puerto Rico, S. Virgin Islands, Guam, American Samoa and Northern Mariana Islands.)
      • If employee is enrolled in a HDHP (High Deductible Health Plan) traveler should contact OHR Benefits Services
      • NOT required for expense reimbursement.
      • When claiming for reimbursement documentation showing business days must be provided. (Agenda/Itinerary)
      • Prepayment is allowed.

      Additional Info: CISI International Travel Insurance Program, UW-3022

      In Country Flight

      • Flights That Can Not Be Booked with Designated Travel Management Company: Some airline tickets cannot be purchased by a designated travel management company or are available at significantly higher rates. Documentation (such as an email) from the contracted managed travel company stating they can’t purchase the requested itinerary is required.
      • International Flights Purchased Abroad (Outside the United States): Some remote international carriers must be purchased in-country. If purchasing airfare abroad, the origin and destination must both be international locations. Flights purchased under this exception may be booked directly with the airline.
      • International Flights That Can Not Be Booked with Designated Travel Management Company or are Purchased Abroad (Outside the United States) for a Lower Cost: Though rare, some international airline tickets cannot be purchased by a designated travel management company or are available at significantly higher rates. Some remote international carriers must be purchased in-country. If purchasing airfare abroad, the origin and destination must both be international locations. Flights purchased under this exception may be booked directly with the airline.

      GuidanceUW-3016

      International Phone

      • International business communication expenses, such as international calling or data plans, are payable/reimbursable when accompanied by business justification. Note: Individual phone calls are part of the M&IE per diem allowance. 
      • For the purchase and use of a phone for University use contact DoIT.

      GuidanceUW-3022

      Internet

      Internet
      Review Attachments
      • For business use while on travel, not personal use.  Personal use internet is part of per meal diem. 
      • Receipt amount correct 
      • Receipt always required, regardless of amount 
      • Coding is valid and has funding available  
      • Itemized receipt

      Business Purpose: The business reason internet was needed.  What was the specific benefit to the UW gained from this purchase? 

      GuidanceUW-3024 Expense Reimbursement 

      VISA

      • Visa fees are payable/reimbursable by the university when required for university business travel. For information about obtaining travel visas and passports for university business, see the UW TravelWIse Passport Services webpage.
      • Prepayment is allowed.

      Guidance: UW-3022

      Events

      Alcohol

      Alcohol
      Review Attachments
      • Timeframe reasonable and within policy 
      • Receipt amount correct 
      • Alcohol must be accompanied with proof of food
      • Alcohol included with meal receipts must clearly identify alcohol, such as an “A” next to the items that are alcohol, highlight the alcohol or otherwise note it. 
      • Business Meal Calculator is attached and the Foundation funding split is correct 
      • There should be one expense type, hosted meal, then separate funding lines. Funding line 1 for meals within limits, funding line 2 for meal overages and funding line 3 for alcohol.
      • Coding is valid and has funding available   
      • An alcohol permit was obtained, if required 
      • Itemized receipt clearly indicating alcoholic beverages 
      • Attendee list 
      • Receipt indicating food was also purchased

      Business Purpose: What was the purpose of the meal or event where alcohol was served?  What was the specific benefit to the UW gained from this purchase? 

      Guidance: L&S ALcohol, UW-6003 UW-Madison Alcohol, 3024.8 Foundation funding e-Re 

      Catering

      Catering
      Review Attachments
      • Timeframe reasonable and within policy  
      • Receipt amount correct 
      • Within limits.  
      • Coding is valid and has funding available    
      • If Foundation funding used, there should be one expense type, hosted meal, then separate funding lines. Funding line 1 for meals within limits, funding line 2 for meal overages and funding line 3 for alcohol.  
      • If not UW catering and on campus, evidence they contacted the Union and Housing. 
      • Prepayment is allowed with approval from purchasing services.
      • Itemized receipt 
      • Attendee list 

      Business Purpose: What was the purpose of the meal or event?  What was specific benefit to the UW gained from this meal or event?  If Union or Housing not used on campus, justification for why not. 

      GuidanceUW-2045 Catering, UW-3049 Catering – On and Off Campus, Planning a UW Event, L&S Risk Management on Catering 

      Meals - Hosted, Group

      Meals - Hosted, Group
      Review Attachments
      • Timeframe reasonable and within policy 
      • Receipt amount correct
      • Meal amounts and splits to funding are appropriate based on the type of meal (official function, hosted meal or business meal, see meal matrix
      • Coding is valid and has funding available 
      • There should be one expense type, hosted meal, then separate funding lines. Funding line 1 for meals within limits, funding line 2 for meal overages and funding line 3 for alcohol.  
      • Service Fees or Administrative Fees do not count towards meal maximum.  Use travel-miscellaneous (2870) or nontaxable service fee (2623) 
      • Alcohol charges should be noted on receipt 
      • Itemized Receipt 
      • Itinerary/ agenda 
      • Attendee list 
      • Meal calculator required if using Foundation funding. 
      • Official function form, if applicable 

      Business Purpose:  What was the purpose of the hosted meal?  What was specific benefit to the UW gained from the purchase? 

      GuidanceUW-3039 Business Meals, Business Meals campus page, Business Meal Calculator, UW Sys 435 HQ City and UW Sponsored Events, Meal Matrix 

      Meeting Space

      Meeting Space
      Review Attachments
      • Receipt amount correct 
      • Coding is valid and has funding available 
      • Prepayment is allowed with approval from purchasing services.
      • Itemized receipt 
      • Flyer/Agenda if applicable

      Business Purpose:  What was the purpose of the space rental?  What was specific benefit to the UW gained from the purchase?  

      GuidancePlanning a UW Event 

       

      Conference/Training

      Conference Registration

      Conference Registration
      Review Attachments
      • Receipt amount correct 
      • Coding is valid and has funding available 
      • Does registration cost include meals?  If so, deduct from per diem. 
      • Registration is allowable for reimbursement prior to travel 
      • Prepayment is allowed.
      • Itemized receipt which includes a breakdown of the conference fees. 
      • Conference Agenda. Do not provide a link, attach the document. 

      Business Purpose: The name and purpose of the conference.  What was the specific benefit to the UW gained from attendance at this conference? 

      GuidancePaying Event Registration Fees and UW-3021 Registration Fees 

      Training and Coursework - Career Related Course

      Training and Coursework - Career Related
      Review Attachments
      • Receipt amount correct
      • Employee at the time of completion of coursework or training 
      • Not required as part of job  
      • Coding is valid and has funding available  
      • Successful completion with a grade of C or higher 
      • Prepayment is allowed.
      • Itemized receipt that shows tuition and fees amount 
      • Approved Reimbursement Request for Career-Related Coursework and Training Form attached. 

      Business Purpose:  Who is it for?  What was specific benefit to the UW gained from the purchase? 

      GuidanceEmployee Coursework and Training Assistance Procedures, L&S KB Guidance  

      Training and Coursework - Job Related Courses

      Training and Coursework - Job Related
      Review Attachments
      • Receipt amount correct
      • Required as part of job. 
      • Fees paid by the department.
      • Coding is valid and has funding available 
      • UW-Madison course - Internal Third Party Authorization form
      • Other UW colleges - interunit journal
      • External requisition most likely
      • Prepayment is allowed
      • Itemized receipt
      • Documentation showing this is job-related courses, if college course.

      Business Purpose:  Who is it for?  Course name.  What was specific benefit to the UW gained from the purchase? 

      GuidanceEmployee Coursework and Training Assistance Procedures, L&S KB Guidance 

      Supplies

      Materials - Non-Consumable (Books and Periodicals)

      Materials - Non-consumable
      Review Attachments
      • Receipt amount correct 
      • Ship to is appropriate, campus address preferred.  If not campus address, justification is required. 
      • Coding is valid and has funding available 
      • Electronic versions downloaded to UW owned device 
      • Itemized receipt 
      • List of recipients 

      Business Purpose: How will the items be used? What was specific benefit to the UW gained from the purchase? 

      Guidance: 

      Protective footgear/shoes

      Protective footgear/shoes
      Review Attachments
      • Staff is required to wear protective shoes for job.
      • No more than $160 every three years
      • Receipt amount correct   
      • Coding is valid and has funding available 
      • Itemized receipt

      Business Purpose: Who was the footwear puchased for? Why is it needed to complete job requirements?

      Regalia

      Regalia
      Review Attachments
      • Rental made from UW Bookstore 
      • Rental only no purchase
      • Receipt amount correct 
      • Coding is valid and has funding available 

        • Itemized receipt

        Business Purpose:  What event was the regalia rented for?  Who was the regalia rented for? 

        GuidanceUW-3026 Non-Payable/Non-Reimbursable Exp 

        Supplies - consumable (office supplies, lab supplies, etc.)

        Supplies - consumable
        Review Attachments
        • Purchased through Shop@UW 
        • Receipt amount correct 
        • Coding is valid and has funding available 
        • Purchased on mandatory contract, if applicable 
        • Itemized receipt

        Business Purpose:  What is being purchased?  Who will use it?  What was specific benefit to the UW gained from the purchase? 

        Equipment

        Computer Hardware

        Computer Hardware
        Review Attachments
        • Receipt amount correct 
        • Coding is valid and has funding available 
        • If purchase not made in ShopUW+, is justification included? 
        • Itemized receipt

        Business Purpose: What will the items be used for?  If items for specific people or rooms, list them. 

        GuidanceTech Purchasing Guide 

        Equipment - (lab,classroom)

        Equipment
        Review Attachments
        • Purchase made on ShopUW+.  If not, justification. 
        • Receipt amount correct 
        • Coding is valid and has funding available 
        • Itemized receipt

        Business Purpose: What is the purpose of the equipment?  Where will the equipment be used?  What was specific benefit to the UW gained from the purchase? 

        GuidanceCapital Equipment, How to buy a product 

        Furniture - Office

        Furniture - Office
        Review Attachments
        • Mandatory contract followed. 
        • Receipt amount correct
        • Coding is valid and has funding available  
        • If SWAP or refurbished furniture contract, then don’t need to check with BCE 
        • Sofa/couch, loveseat, recliners, etc. are not allowed in private offices.  Only common spaces. 
        • Department chairs are the only staff permitted to buy couches/sofas
        • Itemized receipt 
        • If BCE/BSI not used, documentation showing the request, response or waiver. 

        Business Purpose: What is the purpose and benefit of the furniture?  Where will the furniture be used? 

        GuidanceL&S Furniture and  UW-3043 Exceptions/Approvals/Special Handling #9 

        Furniture - non -office

        Furniture - non-office
        Review Attachments
        • Receipt amount correct 
        • Coding is valid and has funding available 
        • Depending on item, was contract used? 
        • Sofa/couch, loveseat, recliners, etc. are not allowed in private offices.  Only common spaces. 
        • Department chairs are the only staff permitted to buy couches/sofas
        • Itemized receipt

        Business Purpose: What is the purpose and benefit of the furniture?  Where will the furniture be used? 

        GuidanceL&S Furniture 

        Other Expenses

        Advertising

        Advertising
        Review Attachments
        • Receipt amount correct 
        • Coding is valid and has funding available 
        • Itemized receipt

        Business Purpose: What was the purpose of the advertising?  What was the specific benefit to the UW from this service? 

        GuidanceHow to buy a service – Division of Business Services – UW–Madison (wisc.edu) 

        Digital media, e-books or streaming video/movies

        Digital Media, e-books or streaming videos/movies
        Review Attachments
        • Check to make sure they checked with the Library System that it isn’t available for use.
        • Receipt amount correct 
        • Coding is valid and has funding available 
        • Itemized receipt

        Business Purpose: What was the purpose of the purchase?  Who will utilize the purchase?  What was specific benefit to the UW gained from the purchase? 

        Gift Cards

        Gift Cards
        Review Attachments
        • Paid on p-card 
        • Not given to Nonresident Aliens (NRA) 
        • Not solely open to UW students (see Student Payment Guide for handling) 
        • Receipt amount correct 
        • Coding is valid and has funding available  
        • Itemized receipt 

        Business Purpose:  Paraphrase the explanation of purchase from the Gift Card Approval Form. 

        GuidanceUW-3027 Gift Cards 

        Internet

        Internet
        Review Attachments
        • For business use while on travel, not personal use.  Personal use internet is part of per meal diem. 
        • Receipt amount correct 
        • Receipt always required, regardless of amount 
        • Coding is valid and has funding available 
        • Itemized receipt

        Business Purpose: The business reason internet was needed.  What was the specific benefit to the UW gained from this purchase? 

        GuidanceUW-3024 Expense Reimbursement 

        Membership

        Membership
        Review Attachments
        • Purchased using campus information and email 
        • No institutional or organizational membership was available.
        • For one year 
        • Receipt amount correct 
        • Coding is valid and has funding available 
        • Initial membership payments on DP, requisition or e-Reimbursment.  Renewals also allowed on p-card. 
        • Itemized receipt

        Business Purpose:  Who is the membership for?  Why is the membership needed?  What was specific benefit to the UW gained from the purchase?  

        GuidancePolicy 328 Memberships 

        Postage/Shipping

        Postage/Shipping
        Review Attachments
        • Receipt amount correct 
        • Coding is valid and has funding available 
        • Itemized receipt

        Business Purpose:  What is being mailed or shipped?  Who are the recipients?  What was specific benefit to the UW gained from the purchase? 

        Prizes and Awards

        Prizes and Awards
        Review Attachments
        • Meets policy for amount and type of purchase per person.
        • Receipt amount correct 
        • Coding is valid and has funding available 
        • Itemized Receipt 
        • List of recipients 

        Business Purpose:  What is the prize or award for?  Who will the purchase be given to?  What was specific benefit to the UW gained from the purchase? 

        GuidanceUW Sys Policy 330 

        Software/software subscriptions

        Software/software subscriptions
        Review Attachments
        • Timeframe reasonable and within policy 
        • Must use campus contact information 
        • Vetted by cybersecurity
        • Receipt amount correct 
        • Coding is valid and has funding available 
        • Software/software subscriptions should be in the name of the Department if possible.  All contact information must be University information.  University funds should be used to directly pay for the software/software subscriptions, such as a purchasing card, department card, requisition or direct payment.  It is not advised that software/software subscriptions be purchased by an individual and put through e-Reimbursement to be reimbursed, however that is an option if paying using a University method is not an option. 
        • Itemized receipt 

        Business Purpose:  What subscription is being purchased?  Who will be using the subscription?  What was specific benefit to the UW gained from the purchase? 

        GuidanceL&S App/Software Cloud/Web Service Purchasing Guidelines, Website Development and Hosting Fees - L&S 

        Subscriptions (non-software)

        Subscriptions (non-software)
        Review Attachments
        • Timeframe reasonable and within policy 
        • Receipt amount correct 
        • Purchased using campus information and email 
        • Coding is valid and has funding available  
        • New Subscriptions on DP or Requisition 
        • New or Renewals on DP, requisition, p-card 
        • Itemized receipt

        Business Purpose:  What subscription is being purchased?  Who will be using the subscription?  What was specific benefit to the UW gained from the purchase? 

        Guidance: UW-3041 New or Renewal Subscriptions, L&S Membership/Subscription Guidelines 

        Printing

        Printing
        Review Attachments
        • Must be ordered through Digital Printing & Publishing Services (DP&PS, formerly DoIT Printing). This applies to all printing jobs, including quick copy/duplicating and photocopying.
        • Printing must be competitively bid for any purchase over $49.99.
        • Itemized receipt

        Business Purpose: What is the purpose of items printed? What was the specific benefit to the UW gained from the purchase?

        Guidance: UW-3044, How to Purchase a Printing or Copying Job

         



        Keywords:
        Cost Grid, expense report requirements, sofa, couch, program 
        Doc ID:
        144309
        Owned by:
        Nate L. in L&S KB
        Created:
        2024-11-04
        Updated:
        2024-11-27
        Sites:
        L&S KB