What is e-Reimbursement? Overview

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What is e-Reimbursement?Overview
Web-based travel and expense reimbursement for
UW-Madison (replaces the Travel Expense
Report spreadsheet form) Uses PeopleSoft
Expenses 8.9 software (part of Shared
Financial System already in place at UW)
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What is e-Reimbursement?

• UW-Madisons implementation of the PeopleSoft
  Expenses module
• PeopleSoft at UW System is branded as Shared
  Financial System (SFS) and includes the following
  modules
• Asset Management
• Accounts Payable
• General Ledger
• Grants (branded as UW WISPER)
• Purchasing
• Expenses (branded as e-Reimbursement)
• Electronic routing of expense reports and
  approvals with email notification

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Improvements

• Approved reimbursements paid within 3-5 business
  days
• Electronic deposit for employees
• Prepare, submit, approve expenses anywhere,
  anytime
• Expenses entered per day (i.e. meals)
• Account codes, locations, and rate limits built
  into the application
• Receipts retained locally with Approver

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What Can I Use e-Reimbursement For?

• 1. Expense Reports
• Please note Use of the P-card is recommended for
  the following
• Lodging
• Airfare
• Large puchases
• Frequent purchases
• Travel-related expenses incurred on or after
  October 1, 2008
• Expenses which do not require a purchase order.
  Purchases over 5,000 require a purchase order
• Submitted within 60 days after travel or expense
  has occurred
• Submissions after 60 days are subject to
  approval of Division/Deans Office

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What Can I Use e-Reimbursement For?
2. Travel Authorizations Pre-trip approval
and planning required by some colleges schools
on campus, this electronic approval will not
replace the requirement to fill out the
Out-of-State Travel request form required by your
Deans office. 3. Cash Advances for
travel All cash advances are received by
submitting an electronic travel authorization
(noted above) and functionality is granted by
request of your Deans office.Visit the
Accounting Services web site for more
information. Submissions after 60 days are
subject to approval of Division/Deans Office
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Traveler Responsibilities

• Know and comply with UW System travel policies
• Provide proper documentation (i.e. receipts) of
  expenses
• 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

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What is Workflow?Electronic routing of expense
reports and approvals with email notification
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How does it Work?
E-Mail Notification e-mail is an important tool
for e-Reimbursement users. e-Reimbursement uses
e-mail notification to indicate to travelers,
approvers, and auditors where the expense report
and/or travel authorization is in the workflow
queue. For example, when the traveler clicks on
the "Submit" button, emails are sent to notify
the approver that the expense report is ready for
approval and so on. Junkmail Unfamiliar e-mail
is sometimes sent to a user's junk mailbox
because the user and, under some circumstances
the e-mail system administrator, has set up
e-mail filters. Because e-mail is used as a
communication device in e-Reimbursement, be sure
to adjust your e-mail settings to allow the
e-mail messages from e-Reimbursement to reach
your inbox. E-mail that is stuck in a junk
mailbox and is not noticed, will delay payment of
the expense reimbursement.
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Sample WiscMail Notification to Approvers
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Where do I access the system?
Log into e-Reimbursement on the Services Tab via
the My UW Portal
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Select an option from the My UW portal Services
tab in the Financial Information Resources box.

• e-Reimbursement  - About it e-Reimbursement
  Use it  (Phase I II Participants
  Only) e-Reimbursement Tutorial (First-time
  Users)

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Training is Available

• Online Any UW-Madison employee may
  self-registrater for the e-Reimbursement
  Learn_at_UW course. Find the link to the course in
  the the Financial Information Resources module in
  the Services tab of the MyUW portal.
• Face-to-FaceRegister for face-to-face training
  on the OHRD web site.

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