Policy: 201.Q-Travel: Other Non-Travel
Date: 04/23/2009 (Updated: 9/17/09)

Statement of Policy:

The purchase of incidental supplies and low dollar purchases for UW-Madison business-related purposes are reimbursable when special approvals are not required. The person requesting reimbursement may or may not be in travel status. Purchase of non travel-related items, if absolutely necessary, may be reimbursed when using a purchasing card or other purchase method was either not available or not an option. In general, miscellaneous supplies should be purchased through Materials Distribution Services (MDS) (preferred), using contract vendors (at http://www.bussvc.wisc.edu/purch/contract/alphcon1.html), or using the Purchasing Card.

  1. Fees for Service may not be reimbursed through an expense report.
  2. e-Reimbursement may not be used to claim expenses for the purchase of capital equipment or components of capital equipment. Refer to http://www.bussvc.wisc.edu/acct/propcont/prophome.html.
  3. All claims must contain a full description of the item and the reason it could not be purchased through MDS or using the Purchasing Card.
  4. A receipt is required for expenses claimed in excess of $25.00.

Related Procedure(s):

Related Procedures for e-Reimbursement Users:

Use expense type Other Non-Travel for:

Purchase of incidental supplies and low dollar purchases where special approvals are not required. The purchases may or may not be associated being in travel status. Using a P‑card or other purchase method was either not available or not an option.

How to enter other non-travel expense (see Policy: 201.T-Travel: Entering Expenses in e-Reimbursement):

  • Use this category for non-travel expenses and only when expenses cannot be properly categorized by a more specific expense type.
  • A receipt is required when the payment or transaction exceeds $25.
  • Enter the expense to match the transaction, receipt, or payment.
  • If two (or more) other non-travel expenses are incurred that exceed $25, enter each on a separate line and provide a receipt.
  • Multiple expenses may be combined into one expense line when the total is less than $25 with a brief description of the description of the expense and amount of each payment. These multiple expenses should be entered and grouped with other like expenses. For example, enter small supply purchases on one line, equipment rental on another line, etc.

Other Non-Travel

Click on the "Detail" link at the end of the expense type line and enter the required information:

  • Merchant: Non-preferred; store/vendor name
  • Location: location where item was purchases
  • Description
  • Necessary additional entries:
    The Approver or Auditor of the Expense Report must change the Funding String to reflect the appropriate Account Code for the item/service purchased.

Who should know this policy?

Deans, Directors, employees who travel and staff who prepare travel reimbursements

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

Policy and Procedure Index


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