Procedure: 203-Payment for Services and Travel and Expense Reimbursement for Non-employees
Date: 04/02/04 (Last updated: 6/22/10)

Statement of Procedure:

Individuals not employed by the University System or State government often provide services to the University of Wisconsin-Madison and incur expenses associated with those services, which the University is required to reimburse. The following procedures define the processes used for these types of reimbursements.

For purposes of this policy, an outside individual is defined as someone not employed by the University System or State government such as a student without a University appointment, an employee of a municipality, a visiting dignitary, or other individuals such as entertainers, consultants or contractors. (Note: Job Candidates/Applicants are excluded from this policy as they are bound by state statute to all State/University travel regulations, policies and travel amounts, just as employees are.)

A non-employee is defined as someone who does not have an active appointment on UW-Madison payroll. An active appointment has a start date, an "open" end date, or an end date that has not yet passed. If the appointment has an end date that has already passed, that appointment is considered an inactive appointment and is a non-employee. However, expenses for terminated employees can be entered and submitted within one year of the former employee's termination date. (Review the memo, Impact of Faculty and Staff Appointment End Dates on the e-Reimbursement System). Below is a list of examples that are generally inactive appointments and are considered non-employees:

An employee who retires with emeritus status and subsequently travels as an agent of the University and is to be reimbursed cannot be reimbursed as an employee for any travel in the first 30 days after his/her retirement date under s.40.23 (1) (a), Stats.  He/she could be reimbursed as a non-employee. To be reimbursed as an employee for travel after the required 30 day waiting period, the person must have a $0 or paid appointment with a beginning date earlier than the start of the travel and an end date later than the end of the travel.  Note:  It takes overnight for the individual’s eligibility to be reimbursed as an employee to be activated after the IADS appointment is created.

e-Reimbursement Information

DIVISIONAL/DEPARTMENT PROCESS for e-Reimbursement Transactions

  1. Find the Non-employee Profile Set-up Form on the web.
  2. Select an option from the dropdown:
    1. New Non-employee
    2. Alternate for Terminated Employee
      1. See memo, Impact of Faculty and Staff Appointment End Dates on the e-Reimbursement System.
    3. Change Information
  3. Fill out the Alternate information.
  4. Alternate identifies their own EmplID at MyUW if unknown.
    1. Open another browser window.
    2. Log on to MyUW.
    3. Locate Person ID from earnings statement information.
    4. Copy Person ID.
  5. Return to form and paste Person ID into Alternate UW Person ID field.
  6. Add additional Alternates, if needed.
  7. Fill in the non-employee information:
    1. Full legal name (no nicknames or aliases)
    2. Enter a complete address that has been verified to be current and correct.
    3. Department verifies that the person is an inactive UW-Madison employee.
      1. Contact the Divisional/Department payroll or business office.
      2. Contact the DoIT Help Desk.
      3. If using 3270: 1) use UNAM to find the person's identity and 2) enter the last four digits of the Social Security number to confirm the person's identity.
      4. If using APPR: 1) enter the person's Social Security number; 2) check the list in the appointment history for the most current appointment; and 3) check the appointment start date and end date.
      5. If the appointment history does not show an end date or an end date is not past, the appointment is active and the person is a UW-Madison employee.
    4. Default Department ID
      1. Funding string information for expenses with Fund
      2. DeptID
      3. Program
      4. Project
    5. Department verifies foreign visitor documents and retains copies.
  8. Indicate Non-employee ID ("NE___" number) if Change Information is selected.  
    1. Add comments to clarify any other information on the form.
  9. Save the form:
    1. To attach to e-mail
    2. To reuse if same non-employee will submit expenses on future dates
  10. E-mail the completed form to the Dean's/Divisional office.
  11. Dean's/Divisional offices e-mail the form to nonemployee@bussvc.wisc.edu.
  12. Accounting Services will e-mail the non-employee ID number for e-Reimbursement to the Dean's/Divisional offices and CC the Alternate who originally submitted the form.

Related Documents:

Related Policy/Procedure:

Who should know this procedure?

Deans, Directors, and Staff dealing with reimbursement

Contacts:

E-mail uwtravel@bussvc.wisc.edu with questions.

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