Expense Types and Billing Types for e-Reimbursement

In e-Reimbursement, account codes are automatically determined by selecting the appropriate Expense Type and Billing Type for each expense line.

Billing Types:

In-state: expenses incurred within the claimant’s headquarter state or as part of a trip within the traveler’s headquarters state
Out-of-state: expenses incurred outside the claimant’s headquarter state or as part of a trip outside of the traveler’s headquarter state
Foreign: expenses incurred outside of the claimant’s headquarter country or as part of a trip outside the traveler’s headquarter country

Expense Types:

EXPENSE TYPE	DESCRIPTION	POLICY REFERENCE http://bussvc.wisc.edu/acct/policy/ppindex.html	ACCOUNT CODES
EXPENSE TYPE	DESCRIPTION		In-State	Out-of-State	Foreign
Air – Baggage Fees	Airline baggage fees	Policy 201.A - Airfare	2800	2801	2802
Air – Travel Agency Service Fee	Booking, reservation or service fees billed as a separate item, paid to travel agencies or commercial booking sites, for travel reservation services	Policy 201.A - Airfare	2800	2801	2802
Airfare and Other Related Fees	Airline tickets for travel via common carrier and additional fees charged by an airline when a ticket is issued or a change is made (e.g. aisle/window/exit row seating fee, ticket change fee, and rebooking fee)	Policy 201.A - Airfare	2800	2801	2802
Athletics Pre/Post Game Meal	Athletics Use Only: Team pre/post game meals and snacks, including tax, gratuity and/or service charges		2860	2861	2862
Athletics Team Breakfast	Athletics Use Only: Team breakfasts, including tax, gratuity and/or service charges		2860	2861	2862
Athletics Team Lunch	Athletics Use Only: Team lunches, including tax, gratuity and/or service charges		2860	2861	2862
Athletics Team Dinner	Athletics Use Only: Team dinners, including tax, gratuity and/or service charges		2860	2861	2862
Event – Fees/Refreshments/Food	Food, beverages and related expenses for group events such as receptions, meetings and conferences	Policy 202 - Meeting/Conference	2890	2891	2892
Gasoline	Purchase of gasoline for: rental vehicles personal vehicle in lieu of claiming mileage fleet vehicles when State/UW gas card is not accepted	Policy 201.D – Vehicle Rental & Gas	2810	2811	2812
Internet Fee	Internet connectivity fee for business use	Policy 201.O – Business Communications	2870	2871	2872
Lodging - Individual	Overnight lodging expenses for one person including tax	Policy 201.H - Lodging	2850	2851	2852
Lodging - Group	Overnight lodging expenses for two or more people including tax	Policy 201.H - Lodging	2850	2851	2852
Meals – Individual	Total dollar amount spent per day on an individual’s breakfast, lunch and dinner including tax and tip	Policy 201.I - Meals	2860	2861	2862
Meals – Hosted	Meals purchased on behalf of others including tax and tip	Policy 201.I - Meals	2860	2861	2862
Meals – No Overnight Stay	Meal costs including tax and tip in connection with same day travel (no overnight lodging involved) when business is not conducted during the meal *Note: Select Meals-Individual for meal costs in connection with same day travel (no overnight lodging involved) when business is conducted during the meal.	Policy 201.I - Meals	2863	2864	N/A
Mileage	Reimbursement for miles driven in a privately owned vehicle while conducting UW-Madison business.	Policy 201.B – Privately Owned Vehicle Expenses	2830	2831	2832
Parking	Parking charges incurred while conducting UW-Madison business.	Policy 201.B – Privately Owned Vehicle Expenses	2870	2871	2872
Registration Fee	Fee charged to attend an event such as a conference, workshop, seminar, training session or meeting.	Policy 201.S – Registration Fees	2840	2841	2842
Relocation – Direct Moving Costs	The movement of household goods, transportation of employee and family and additional direct costs associated with the move.	Policy 201.N - Relocation	2880	2881	N/A
Relocation – Stipend	A stipend used to defray incidental (indirect) costs associated with the move.	Policy 201.N - Relocation	2884	2884	2884
Relocation – Temporary Lodging	Cost of temporary lodging associated with relocation.	Policy 201.N - Relocation	2883	2883	2883
Taxi/Subway/City Bus, etc.	Local transportation charges for taxi, shuttle, city bus, ferry, subway, etc.	Policy 201.G – Taxi/Airline Limousine	2820	2821	2822
Train/Bus/Other Long Distance	Long-distance transportation charges (non-airfare) such as bus, train, etc.	Policy 201.E – Train Travel Policy 201.F – Bus Travel	2800	2801	2802
Travel Incidentals	Incidental travel related expenses not identified by any other category such as bottled water, tolls, tips for hotel employees, business phone calls, etc.	Policy – 201.R – Travel Incidentals	2870	2871	2872
Tuition Reimbursement	Reimbursement for course work or training authorized by the employee’s Divisional Business Office.		2180	2180	2180
Vehicle Rental	Cost of renting a vehicle to conduct UW business	Policy 201.D – Vehicle Rental & Gas	2810	2811	2812
Misc. – Purchases/ Supplies	Best judgment UW-Madison business-related purchases ($5,000 or less) such as books, copy charges, shipping, etc. *Note:* These expenses may or may not be connected with travel.	How to Purchasing Goods and Services at the University of Wisconsin - Madison	3101	3101	3101

Materials Distribution Services

Expense Types and Billing Types for e-Reimbursement