e-Reimbursement

Non-Employees

Description

Procedures for handling travel reimbursements for non-employees

Definition of Non-Employee

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Procedures

1. Non-employee travelers are accountable for travel claims being in compliance and documented properly.
2. The non-employee traveler must ensure that adequate trip information and full documentation is provided to the Alternate.
3. Alternate must submit a Non-employee Reimbursement Setup form.
4. Expense reports for non-employees must be prepared by an Alternate.
   • Non-employees cannot log on to e-Reimbursement.
5. Travel Authorizations and Expense Reports for non-employees must be submitted by the Alternate
   • The signature of the non-employee traveler is not required by the UW.
   • Departments may establish local policies to require a traveler signature.
6. Departments are encouraged to require non-employee travelers to adhere to the same travel spending limits and allowances applicable to employees of the UW.
7. Non-employees are not eligible for Cash Advances. The only exception to this rule is for newly-hired UW-Madison employees relocating to Madison prior to their official payrolled start date.
8. Non-employee travelers will not be reimbursed prior to travel for any expenses
   • The Procurement Card should be used whenever possible for pre-travel purchases