SoE - Expense Reports - Creating an Expense Report "The Basics" Job Aid
On this page:
Effective Date: 04/07/2026
Responsible Area/Service Unit: Client Services Team within the Office of Budget & Finance.
Contact: Megan Kenney, Client Services Director, 608-265-8788, mlkenney@wisc.edu
Who Is Affected By This Job Aid?
- Position title or Group: Expense Data Entry Specialists within Workday and SoE employees and students completing their own expense reports.
Job Aid Detail
Roles And Responsibilities
- Expense Report Initiators: Employee as Self, Expense Data Entry Specialists
- Expense Report Approvers: Grant Manager, Gift Manager, Project Manager, Program Manager, Athletic Approver, NCAA Approver, Expense Partner, Cost Center Manager, Expense Foundation Specialist, Expense Operations Lead
Definitions
| Term | Definition |
|---|---|
|
Business Meal |
A breakfast, lunch, or dinner with a UW-Madison business purpose attended by multiple individuals that is not catered, does not require a contract, and does not require an event space or room rental. A business meal includes food, non-alcoholic beverages, and tips/gratuities. |
|
Business purpose or justification |
The reason for an appropriate, reasonable, and necessary expense that supports or advances the goals, objectives, and mission of the University. |
|
Cost center |
Identifies the specific department or unit, containing its budget, expenses, and employees, all organized within the university's larger financial system. |
|
Destination |
A location where the expense/event takes place. |
|
Driver Worktag |
A driver worktag represents the primary funding source for a transaction. The types of driver worktags are Grant, Gift, Project, or Program. |
|
Event – Catering (Most Commonly Used) |
Cost of food/beverage, service fees, gratuities or delivery fees related to hosting a University sponsored event, Official Function, or educational program such as a conference, reception, workshop, etc., with multiple attendees from both inside and outside the University. |
|
Expenditure treatment |
An additional worktag that tracks more details about an expenditure, such as whether travel is in-state, out-of-state, or foreign. |
|
External Committee Member (ECM) |
Non-employee who is getting reimbursed for business expenses through the Workday Expenses module. |
|
Meals - Hosted |
Business-related meal expenses for multiple employees and guests, paid for by one individual. |
|
Meal Limits |
The per person limitation for business meals when using UW funding. Includes gratuity/tip. |
|
Membership |
UW business-related membership dues in associations and organizations. |
|
Non-Worker |
Person who is not a University of Wisconsin system employee: can include students, job candidates and guests. |
|
Per Diem |
A travel allowance per day for lodging, meals, and incidental expenses that vary with date and location as determined by the federal government. |
|
Registration Fee |
Fee charged to attend an event such as a conference, workshop, seminar, training session or meeting. |
|
Spend category |
Used to identify and categorize different types of expenses in an expense report and throughout the financial system. |
|
Worker |
A person who is a University of Wisconsin system employee, including faculty, staff and some students. |