e-Reimbursement Traveler Role

Topics on this page:

Responsibilities of Traveler

  • Know and comply with UW System travel policies
  • Provide proper documentation (i.e., receipts) of
    expenses
  • Review Acknowledgement and Statement of Accountability (link to a screen image).
  • Submit actual costs personally incurred
  • Expense reports submitted by Traveler and not
    by a proxy (alternate) on my behalf
  • Submit expense reports within 60 days
  • Notify alternates of any communication received (e.g., e-mail notification) that requires alternate action

Responsibilities of Alternate

  • A Traveler may choose to assign an Alternate by Delegating Entry Authority to an employee.
  • As an Alternate an employee can prepare expense reports for a Traveler but can never submit expense for a traveler.
  • After preparing an expense report for a traveler the Alternate will notify the traveler that it is ready for submission.
  • An Alternate can never submit expense reports for a traveler.
  • Prepare and submit non-employee request form and expense reports.

Delegating Entry Authority to An Alternate

e-Reimbursement is intended to be a self-service system. However, there may be occasions when a traveler wishes to grant permission to another person to access their e-Reimbursement account. Granting this permission allows a support person to assist in entering complex expense reports or for a support person to enter accounting information. Travelers should be aware that granting access to another person will give this person access to potentially sensitive or personal information, including corporate card transactions and basic banking information.

In order to be in compliance with security policies, each traveler must personally grant alternate access to another user.