Definition 

Use Oracle Expenses to request reimbursement for expenses paid with personal funds by UW Health or SMPH employees.

Mandatory Training

None required to submit Oracle expense reimbursements.

Who

UWH employees are eligible to submit for reimbursement through Oracle Expenses. SMPH employees may be reimbursed through Oracle Expenses, but should be set up first as a contingent worker. Before submitting, ensure the expense is allowable, budgeted, and in line with policy.

Reimbursement may be submitted:

• • By the individual employee, or
  • By a delegate - an employee authorized to submit for reimbursement on behalf of another.

Submitting on Behalf of Someone Else (Delegates)

A delegate is an employee authorized to enter and submit reimbursements on behalf of another employee.

Steps to Set Up Delegate Access

Booking Travel on Behalf of Someone Else (Travel Arrangers)

A travel arranger can book travel on behalf of another employee at UW Health with the UWH contracted travel agency.

Steps to Book Travel

How

Use the links below to guide specific actions in Oracle Expenses: 

• How to create and submit expense reports
• How to delete expense reports & items
• How to duplicate expense reports
• How to withdraw expense reports
• How to view archived expense reports
• How to attach requested information to expense report
• How to handle duplicate expenses

Questions and Access

• General Questions regarding Oracle Cloud Expenses: NewTravelPolicy@uwhealth.org
• SharePoint Access: Email Nicha Chowpaknam, Program Manager Analytics with your NetID (NChowpaknam@uwhealth.org).
• Pulse Access: Manager must submit a UW Madison Computer Systems Access Request (CSAR) to request access.

References

Policies

• • 1.14 UWH Travel and Other Expense Reimbursement Policy

Guidelines

• • Expenses- Managing Expenses
  • GetThere Quick Guide- Traveler with Arranger
  • GetThere Quick Guide- Traveler with NO Arranger
  • Travel and Expense FAQ

Forms

• • Expense Mass Delegation Request Template