University of Wisconsin-Madison

Policy/Procedure: 201.Q Other Non-Travel
Date: 04/23/2009 (Updated 01/31/2011)

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I. Statement of Policy

Best judgment business-related purchases ($5,000 or less) are reimbursable using the expense type “Other Non-Travel” if the purchase complies with the University of Wisconsin-Madison’s purchasing policies and procedures, accounting policies and procedures, and with extramural funding agency restrictions. Miscellaneous supplies are to be purchased through Materials Distribution Services (MDS) or via the Purchasing card when possible.

A. Expenses that can be reimbursed using Other Non-Travel:

• Miscellaneous supplies if another payment method, such as a purchasing card, was not available or not an option for the buyer. The individual may or may not be in travel status.
• Tuition Reimbursement when using Account Codes 2180, 2181, and 2184
  • Review information at How To Obtain Reimbursement For Job Training/Career Education Expenses.
  • Follow these procedures for Tuition Reimbursement:
  1. The following forms must be completed and approved by your Dean's Office prior to the course start date:
     • Classified Staff
     • Academic Staff and Faculty
  2. In e-Reimbursement, use the following criteria:
     • Business Purpose: Training and Educational Courses
     • Expense Type: Other Non-Travel
     • Approvers should change the Other Non-Travel account code used for tuition reimbursement requests to 2180, 2181, or 2184.
  3. Supporting documentation must be included when the expense report is submitted to the department's e-Reimbursement approver:
     • Prior approved form
     • Proof of successful completion of course work
     • Receipt for tuition payment
  4. See the Office of Human Resources policies and procedures page for more information.

B. Expenses that cannot be reimbursed using Other Non-Travel:

• Capital equipment or capital equipment components
• Items that are more appropriately charged to another expense type (i.e. meals, hosted events, internet access)
• Items over $5,000 that require a purchase order
• Items on the “Purchasing Policy & Procedure Special Approvals - (PPP) #4” list at http://www.bussvc.wisc.edu/purch/ppp4.html without the required special approval.
• All payments to an Individual, Sole Proprietorship, Partnership, or Limited Liability Company as described in the 1099-MISC/1042S Tax Reportable Transactions document are to be processed on a Payment to Individual Report.

C. Documentation Requirements

• An itemized receipt containing a full description of the item purchased.

II. Related Policy/Procedure

• 201.L Receipt Requirements
• 201.M Non-Reimbursable Expenses
• 201.R Other Travel
• 201.T Entering Expenses in e‑Reimbursement

III. Related Documents

• PPP3: Best Judgement Purchasing
• PPP4: Exceptions/Approvals/Special Handling
• PPP6: Illegal Purchases
• 1099-MISC/1042S Tax Reportable Transactions
• How To Obtain Reimbursement For Job Training/Career Education Expenses

IV. 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.

Who should know this policy?

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

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