Reimbursement

Travel Expense Reports (TERs) are filled out within the Shared Financial System (SFS) and are used for reimbursement of expenses occurred while traveling that were put on a personal card or a US Bank Corporate Card. 

• Selecting Corporate Card allows the charges to directly pay down the travelers corporate card balance.
• Selecting Personal Funds allows the funds to be paid directly to the travelers personal account.
  • Employees: payroll direct deposit account
  • Non-Employees: physical check that will be mailed

An alternate must create and submit any expense reports for a non-employee traveler.

• A Travel Expense Non-Employee Vendor Setup eform must be completed to generate an Empl ID for any non-employees, i.e. visitors or non-employee students.

Expense Reimbursement Updates

UW-Eau Claire is succeeding in reducing the number of expense reimbursement reports sent back for revision thanks to continued collaboration between travelers and the UW-Eau Claire Travel Manager. Our campus currently has a 11% send back rate so far in FY21 compared to an average of 19% across all UW campuses.

The top return reasons for expense reimbursement reports are:

• • Agenda is missing
  • Mileage is incorrect
  • Itemized receipts are missing 
  • Meal Per Diem not selected correctly  
  • Expense Type selection incorrect 
  • Business purpose or additional description/detail needed

90 Days to Submit

Employees have 90 days from the date of an expense, or the last day of travel, to submit a report for reimbursement. A new update from UW System Shared Services now also requires any reimbursement reports, which are returned for revision, to be resubmitted within 90 days of the send-back date. Any reimbursement requests for expenses beyond the 90-day limit require a Expense Policy Exception Request. The reimbursement is considered to be taxable income after 90 days. 

Relocation

Please send all relocation-related questions to Shawn Seuferer, seufersr@uwec.edu.