Using e-Reimbursement for UW and Foundation Expenditures

I. Statement of Policy

  • Only expenses that cannot be paid by the UW are allowed to be split and charged to the UW Foundation by Approvers.
  • All expenses charged to the UW Foundation must have a valid, open, UW Foundation account number and funds available to cover the expense.
  • The specific names of persons for whom expenses were incurred must be entered in e‑Reimbursement. 
    • General terms such as “staff” or “donors” are not sufficient.
  • Receipts to support the expense must be obtained and retained according to UW procedures and available upon request by UW Foundation staff.
  • Accounting Services will bill UW Foundation weekly.
  • Auditors will reconcile the receivable account monthly.

II. Statement of Procedure

In e-Reimbursement, the traveler will be reimbursed for both Foundation and UW expenditures by the University upon approval of their expense report. The University will then collect the UW Foundation portion of the payment from the Foundation accounts specified when the expense report is filed.

  • The traveler prepares and submits the expense report. The receipt packet must include detailed receipts for expenses over $25 and the business reason and justification for the expense that will be charged to the Foundation.
  • Ensure that the expense to be charged to the Foundation is in compliance with UW-Madison and UW Foundation Policies (see http://www.rsp.wisc.edu/policies/uwfoundation.html).

III. Step-by-Step Instructions for Approvers

Click on the expense type to be charged to the Foundation.

Click the Accounting Detail link.

    • If the entire expense will be charged to the Foundation:
      • Enter “6240” in the Account field.
        • Do not delete the rest of the funding string information.
      • Press the ENTER key; a “Foundation” link will appear.
    • If a portion of the expense will be charged to the Foundation:
      • Click the Add Chart Field Link.
        • Note:  Do not use the split receipt function to charge a portion to the Foundation.
      • Enter "6240" in the Account field.
      • Press the ENTER key; a "Foundation" link will appear. 

Enter the dollar amount to be charged to the Foundation in the Amount field.

Click on the Foundation link.

Enter the UW Foundation Account Number

    • Verify that the Foundation Number is correct.

Enter the Account Description (e.g., Department of XXXX Chair's Discretionary Fund).

Enter the Reason for Foundation use.

    • The most common reasons are "meal overage," "alcohol," "meal overage and alcohol," "development/fundraising expenses," or "second interview expenses." 
    • Include the names of people for whom expenses were incurred (if not included in the description field or "Add Additional Attendees" fields), business reason, and justification for exceeding maximums or other special circumstances.

IV. Related Documents 

  1. How To Make Expenditures from UW Foundation Accounts
  2. How To Transfer Funds from UW Foundation to University Fund 233 Projects
  3. UW-Madison and UW Foundation Policies

V. Contact Information

  • E-mail your Dean's/Divisional offices with questions.

Who should know this policy?

  • Deans, Directors, and Staff dealing with reimbursements

Policy and Procedure Index