What is eReimbursement Overview Webbased travel and expense
What is e-Reimbursement? Overview Web-based travel and expense reimbursement for UW-Madison (replaces the Travel Expense Report spreadsheet form) Uses People. Soft Expenses 8. 9 software (part of Shared Financial System already in place at UW) 1
What is e-Reimbursement? UW-Madison’s implementation of the People. Soft Expenses module People. Soft 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 2
Improvements Ø Approved reimbursements paid within 3 -5 business days Ø Electronic deposit for employees Ø Prepare, submit, approve expenses anywhere, anytime Ø Expenses entered per day (i. e. meals) Ø Account codes, locations, and rate limits built into the application Ø Receipts retained locally with Approver 3
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 Ø Travel-related expenses incurred on or after October 1, 2008 Ø Expenses which do not require a purchase order. Purchases over $5, 000 require a purchase order Ø Submitted within 60 days* after travel or expense has occurred * Submissions after 60 days are subject to approval of Division/Dean’s Office 4
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 Dean’s 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 Dean’s office. Visit the Accounting Services web site for more information. * Submissions after 60 days are subject to approval of Division/Dean’s Office 5
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 6
What is Workflow? Electronic routing of expense reports and approvals with email notification
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 noticed, will delay payment of the expense reimbursement. 8
Sample Wisc. Mail Notification to Approvers
Where do I access the system? Log into e-Reimbursement on the Services Tab via the My UW Portal
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)
Training is Available • Online Any UW-Madison employee may self-registrater for the e-Reimbursement Learn@UW course. Find the link to the course in the Financial Information Resources module in the Services tab of the My. UW portal. • Face-to-Face Register for face-to-face training on the OHRD web site. 12
- Slides: 12