Policy: 201.T-Travel: Entering Expenses in e-Reimbursement
Date: October 13, 2009

Statement of Policy:

Expenses should be entered to match receipts or payments. When the traveler makes a payment, enter the expense amount to match the payment. However, any multiple payments for the same expense type can be consolidated into one expense line when the total is less than $25.00. This policy applies to travelers claiming expenses using e-Reimbursement. Travelers using the paper TERs should continue to enter using current TER methods. The purpose of this policy is to:

  • streamline, consolidate and simplify entry of expenses
  • minimize the resulting general ledger entries
  • maintain accountability and access to information.

General Entry Guidelines

The basic premises of entering expenses are:

  • Match expense entry to a receipt/separate payment. Expenses may not be broken down into multiple expense lines on the ER for the purpose of avoiding the $25 receipt requirement.
  • Itemize receipt/separate payment by individual expense type.
  • Provide receipts when the expense or payment exceeds $25.
  • Combine small multiple expense payments of the same expense type when the total is less than $25.
  • Enter meals per day by combining breakfast, lunch, and dinner on one expense line for each day.

The following example describes three scenarios when claiming parking expense:

  • Scenario 1: Traveler parks at the airport for five days @ $8 per day. Traveler pays the parking fee of $40 in one payment on Day 5. A receipt is required and one parking expense of $40 on Day 5 is entered in e-Reimbursement
  • Scenario 2: Traveler parks at their hotel during a three day stay and is charged parking expenses of $18.00 for each of the three days. Traveler pays the parking fee of $54 in one payment as part of their hotel bill checkout on Day 3. A receipt is required and will typically be included on their hotel receipt. One parking expense of $54 on Day 3 is entered in e-Reimbursement.
  • Scenario 3: Traveler drives to Location 1 in Milwaukee and incurs parking charges of $8, paid upon exit from the parking ramp. Traveler next drives to Location 2 in Milwaukee and incurs parking charges of $6, paid upon exit from the parking ramp. Traveler then drives to Racine and incurs parking charges of $4 which is paid into a parking meter. The three parking charges can be consolidated into one expense line entry of $18. No receipt is required because the total expenses are less than $25.
Expense Entry for Specific Expense Types
Airfare-Cancel/Change Fee Meals
Airfare-Coach Only Meals Hosted
Airfare Travel Agency Service Fee Meals-Taxable
Athletics Breakfast/Lunch/Dinner Mileage
Athletics Pre/Post Game Meal Other Non-Travel
Business Communications Other Travel
Bus/Train-Long Distance Parking
Car Rental Phone Calls-Personal
Event Registration Fee
Gas Relocation-Direct Moving Costs
Local Tranasport/Shuttle Relocation-Stipend
Lodging Relocation-Temporary Lodging
Lodging-Extended Taxi
Lodging-Group  

 

Related Documents:

Contacts:

Dean/Director’s Business Office may e-mail uwtravel@bussvc.wisc.edu with questions.

Travelers and departmental staff should contact their respective Dean/Director’s Business Office for policy or procedural questions.

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