e-Reimbursement Division Coordinators Spring Meeting
Date: 04/10/2014
Start/End Time: 1:00 – 2:30 PM
Location: Grainger Hall Room 3070
Announcements
· New Student Intern: Varshaya Visvanathan started in March and is handling the non-employee profile setup process.
· Updated Travel & Card Team Responsibilities: Below are the primary contacts for each of our main areas going forward:
o Purchasing Card/Corporate Card Programs: Meghann Suchomel
o Concur/Fox World Travel: Yvonne Quamme
o e-Reimbursement/GET: Stefanie Merucci
Announcement will be sent out shortly.
Updates
· UW Foundation Coding Default: When an Approver allocates an expense to the UW Foundation, they enter Account Code 6240 and then, typically, just leave the rest of the funding string on the Accounting Default. These transactions are then posted to WISDM as receivables. We have been analyzing this process and are concerned with how it might look when one of these expenses happens to be coded to GPR funding. We are considering having the rest of the funding string default to Accounting Services central holding account when 6240 is entered. This is the account that the UW Foundation remits payment to. This really should not affect our users’ current process. There were no concerns with this from those in attendance.
· e-Reimbursement Implementation across UW System
o New Business Purposes
§ Student Travel (in e-Reimbursement and GET)
§ Team Travel (currently in GET only)
o Preferred Merchants
§ We are working on adding a “Concur/FWT” drop-down to the preferred merchant list for the Airfare expense type.
§ Fleet Vehicles will be added to the preferred merchant list for the Vehicle Rental expense type.
o Expense Type Name Change
§ “Airfare and Other Related Fees” will be renamed to “Airfare and Change Fees.”
· GET Updates
o Meals – In the past, the button in the “Meals” expense category said, “Add Meal.” This caused confusion because you are actually supposed to add meals for the whole day on one line, not just one meal. We updated this button to read, “Add Daily Meals.”
o Alternates Viewing Reports Created by their Travelers: Currently, alternates cannot view reports that were created by their traveler. We are working on fix for this.
o “Auto-Lo” for Non-Employees: We do not reimburse non-employees at the “Auto-Lo” rate because they are not eligible for Fleet vehicle usage. Therefore, we are removing the “Auto-Lo” option from non-employee usage.
o Out-of-State Travelers – GET is currently categorizing reports for out-of-state travelers coming to Madison as “In-State.” This is wrong. We are working on a fix for this.
o Adding “Vehicle” Expense Category for Non-Travel-Related Expense Reports – We have discovered that there is oftentimes a need for vehicle-related expenses on non-travel-related reports. We are working on making this available.
o Baggage Notes – Previously, in GET, the note field for baggage was not required; however, it was required in e-Reimbursement. We modified GET to feed “One Bag” to e-Reimbursement when only one bag is selected. If two bags are selected, the traveler is required to provide a justification for the second bag. This information is then fed to e-Reimbursement.
Review
· How Default Funding Changes in GET Affect the Approval Process (see handout).
Feedback
· Prioritization of Future GET Development Items – At today’s meeting, we shared our current list of future development items for the Guided Expense Tool and how we ranked these as priorities. We were looking for feedback to make sure we were on the right track. What development do you want to see next?
Open Forum
· Mileage Reimbursement and Assigned Headquarters – We recommend checking with HR to determine where an employee’s assigned headquarters is when determining if mileage to an alternate worksite is reimbursable. Mileage to (or parking at) the assigned headquarters is NOT reimbursable.