Accounting: E-Reimbursement-Hosting a Job Candidate
Per instructions of the L&S Dean’s Office, all Faculty and Staff requiring reimbursement for travel, or the purchase of materials requiring reimbursement, must now enter their own travel information onto the E-Reimbursement System. The School of Music Business Office, including the Accountant and Financial Specialist may only perform the role of “Approver” once the Traveler has submitted their request for reimbursement.
BUSINESS MEALS/ SALES TAX: Please note that when taking a prospective candidate out for a meal that WI Sales Tax is Non-Reimbursable. When you arrive at the restaurant mention that you are a UW Madison Employee, provide a copy of both your UW Madison I.D., and the UW Madison Tax Exempt Card, and the restaurant should deduct the WI Sales Tax from your bill.
UW
BUSINESS MEAL POLICY/ MEAL & ALCOHOL MAXIMUMS: Payment
& Reimbursement for Business Meal costs is limited to the following per
person which INCLUDES
TIPS: (Breakfast
$20.00, Lunch $21.00, Dinner $35.00). Amounts in excess of the allowable per person limits or expenses for
alcohol may be charged to UW Foundation Funds. Alcohol
reimbursement cannot exceed $50/person. The overall
payment/reimbursement made with both UW and WFAA funds, including alcohol, may
not exceed $150/person, including tip. In addition, Tips are limited to the maximum
amount of 20%.
II. General Instructions for using the E-Reimbursement Tool:
2. Next, enter a Description. This is essentially the title of the report, such as “Theory Candidate M Miller 12/12/2018”.
c.
Then,
enter the Default Location. Click on the spy glass, and on the next page click on Search Criteria. Type in the first letters in the Expense Location Box, and click the green Search button (such
as Mad for Madison).
d.
Then,
click on Reference. This will be listed as In State.
e.
Next,
enter your Date of Departure,
and Date of Return.
f. You will need to add any meal related attachments. All attachments, (either PDF Files, or Scans) including but not limited to meal receipts and a agenda for your meeting with the Candidate. These MUST be uploaded to the e-reimbursement system.
g.
Enter your Accounting Defaults. For example, this needs to include your Fund (101), Department (486000), Program (2). Or, you can leave that blank and the Approver will adjust your funding accordingly.
h.
Next,
enter a complete Justification. This is a description of your Business Meal: “Business Meal with prospective
Music Theory Candidate xxxx, to discuss potential job duties, expectations of
the department, background information, etc., on December 12, 2018. Those in attendance included: Director Susan Cook, Job Candidate, Professor
Martha Fischer, and Assistant Director Wendy Johnson.” Click on Add
Notes, write in your explanation, and then click the green DONE button at the top
righthand corner.
i.
You need
to Add Expenses, by
clicking on the green +Expense Report
Action button. Make sure the
date corresponds with your expense date.
(1)
Include
the Expense Type under All Types which should bring up
all of the expense categories. (For a meeting with a candidate click on “Meals Hosted”).
(2)
Then,
enter the Description of
the expense, such as “Hosted Meal costs at Sardines with prospective Music
Theory Candidate xxx”.
(3)
Then,
click on Payment. Click on Personal Funds to reimburse you for your expenses.
(4)
Next,
enter the Dollar Amount that you paid.
(5)
How
Many People. Enter the number
of people attending this meal.
(6)
Expense Location – Make sure it’s
the actual expense location.
(7)
Finally,
click on Save at the top of
the form. (This will save your document
on the system; if you don’t click it, you’ll lose all of the information that
you previously entered).
(8)
To
add a new expense, click on the “+”
button all the way on the left side of the screen. Otherwise, you may accidentally eliminate the
previous expense that you just saved.
j.
From
there you’ll continue to enter expenses until you’ve completed your
reimbursement document. Once you’ve
entered all of this information, and clicked on Save, then you’ll be prompted to click on Review and Submit in the right-hand
corner of the screen.
When you complete that step, an e-mail
will be sent to the School of Music Business Office. As the assigned approver for the School of Music, either
the Accountant, or the Financial Specialist will be assigned
the task of approving each individual’s E-Reimbursement, or returning it to the
faculty member for further information, or adjustments. From there, the entire E-Reimbursement
package is sent to the Auditor at
the L&S Dean’s Office, and
eventually to UW Accounting Services
where your reimbursement is processed. Reimbursements are directly deposited into
the Faculty Member’s bank account within 3 – 5 business days.
If you have further
questions or concerns, feel free to reach out to the accounting staff or folks
on the third floor. A number of us have been through the process now and can
provide assistance.
Gary Barnes
Accountant