HowtoCreateExpenseReports in the Expense Module
ExpensereportsareusedtoreimburseUniversity of Wisconsinemployeesand non-employeesforexpenses incurred whiletraveling orconducting businessfortheUniversity.
1)Log into E-Reimbursement System by going to TravelWIse website and then clicking on “E-Reimbursement Log In”
Note: If designated asan alternateforanotherindividual,next screen “Populate Form A Travel Authorizationwill notappear until afteryouentertheemployeeornon-employeeIDin theEmplIDfield. If youdo not know theID,clickon themagnifying glassand a listofindividualswill appear.Selecttheappropriate IDfromthelist and clickAddto opena blankexpense report.
2)Review the approved travel authorizations and click select for the trip you will be completing an expense report for. If you do not have an approved travel authorization you will need to click the link Return to Expense Report Entry.
3)Verify that theGeneral Information section that pulled in from your travel authorization is still accurate. You will need to add the necessary attachments, and dates of the trip.
a. Report Name: Inthirtycharactersor less,entera brief description thatwill be used to identifytheexpensereport.
b. BusinessPurpose: Clickonthedrop-down arrowand selectthecategorythatbest describestheofficial businesspurposeof thetravelorexpense. See BusinessPurpose Descriptions for the Expense Module.
c.Destination: Enterthecityand statewherethe majorityof theexpenseswereincurred.
Tosearch for alocation,enterthefirstthreecharacters ofthecitynameand clickthe magnifying glassicon nexttotheDestination field. Selectthedesired cityfromthelist thatappears.If you cannotfind thelocation,enterthestateor country,clickthe magnifying glassand selectthe“Other”option (e.g. South Carolina,Other).
d. Expense/traveljustification and supportingdetails:Enterthe businessjustification for
theexpensereport. Thisfield allowsan unlimited numberof characters.
Note: All acronymsmustbespelled out.
e. Attachments: Attach receipts/documentation totheexpensereportbyclicking theAttachmentslinkand then theAdd Attachmentbutton. ClicktheBrowse button, locatethe desiredfileandclicktheUpload button.
f.Iftheexpensereportistravel-related,completethefollowing:
•Date depart: Enterthedate ofdeparture.
•Date return: Enter the date ofreturn.
Note: If theexpensereportisnottravel-related,unchecktheTravel related expense reportboxtoremovetheabovefieldsfromtheGeneral Information panel.
3) ReviewtheExpenseReportfunding sourcebyclickingon AccountingDefaultsbelowthe General InformationPanel.Thefunding string displayed isapplied toeach expenseline.The Deptidentified willdeterminewhotheExpenseReportisroutedtoforapproval.Toensure proper routing,theTraveler/Alternateshould changethefunding sourceprior tosubmission. Tousemultiplefunding sources,clicktheAddChartfield Line button,adjustthepercentage fields, enter theadditionalfunding information and clickOK. Todeletea fundingsource,click theminussign attheend of therow.
Note: Funding sourcesmaybechanged on individual expenselines by clicking the Accounting
Details linklocated within the Detailspageof eachexpenseline. To change details see point 4.g.
4)Update theDetailssection oftheExpenseReportwith actual expense amounts. For each expenseline,Travelers/Alternatesneed toupdate/enter thefollowing information:
a. Expense Type:SelecttheappropriateExpenseTypefromthedrop-downmenu.If
multiplechargesareincluded ononeinvoice/receipt,splitthemintoseparateexpense lines/types(e.g. internetfee on lodging folio)byselecting each expensetypemanually or using theReceiptSplitfunction (See HowtoUsetheReceiptSplitFunction inthe Expense Module.).
b. Expense Date: Enterthedatethattheexpensewasincurred asindicated onthe invoice/receipt.
c.AmountSpent: EntertheamountspentinUS dollars.Currencyconversionmust be doneoutsideofExpense Module(Seethe currencyconverter).
d. Currency: Itisrecommended toenterexpensesin USdollars.
e. PaymentType: SelecttheappropriatePaymentTypefromthe drop downmenu:
•PersonalFunds: Reimbursableexpensesarepaid directlytotheclaimant.
•US Bank:Corporate card charges can bydirectlytoUS Bank,bythe
University,on behalfofthe cardholder.
•UniversityPrepaid: Expenseshavealreadybeen paidbytheUniversitywith another payment method(e.g. Purchasing Card)andwill not beincluded inthe amountreimbursabletotheclaimant.
f.Billing Type: SelecttheappropriateBilling Typefromthedrop downmenu:
•In-state: expensesincurredwithin theclaimant’sheadquarter stateor aspartof a trip withinthetraveler’sheadquarter state
•Out-of-state: expensesincurred outsidetheclaimant’sheadquarterstateor as part ofa tripoutsideofthetraveler’sheadquarterstate
•Foreign: expensesincurredoutsideoftheclaimant’sheadquartercountryoras part ofa tripoutsidethetraveler’sheadquarter country
g.Detail: ExpenseTypes mayrequireadditionalinformation. Click onthe Detail linkatthe end ofthe expenseline.
h. For Meals and Incidentals you will need to go into the details link and click the Per Diem Deduction link to deduct First/Last of travel or any Provided Meals.
Note: To copy an expenseline,checktheSelectboxnexttothedesiredexpenselineand click Copy Selected. Indicatewhetherthenewexpenselineshould becopied to a singledateora rangeof dates and clickOK. Thenewexpenseline(s)will appear.To deletean existing expense line,checktheSelectboxnexttothedesiredlineand clickDeleteSelectedand OK.
5)When entryiscomplete,proceed asfollows:
- Click Check For Errors button. If there are any lines that require additional information a red flag will be populated to the left of the expense type column. Click on the Detail link for that line and update the information as necessary.
b. If entering foryourselforon behalf ofa non-employee,clickSubmit,reviewthe Acknowledgement and StatementofAccountability,clickOK,verifythetotalson the screenthatfollowsandclickOK.
c. If enteringon behalfof another employee,clickNotifyTraveler.Thetravelermustsign intoExpense Module,clickModifyintheExpense Module–Expensesbox,click search,locatethependingExpenseReport,clickSubmit,reviewtheAcknowledgement and Statementof Accountability,clickOK,verifythetotals onthescreen thatfollows and clickOK.
Note: If furtherentry isrequired,clickSave for Later.To retrievetheexisting ExpenseReport, clickModify in theExpense Module–Expensesbox.
After submission,theExpenseReportisrouted totheappropriatedepartmentalapproverand auditor. Travelers/Alternateswill receive e-mail notificationofexpensereportapproval, sent back for revisionordenial.
•When approved,thetravelerwill receivean email indicating that reimbursement for theallowable expenseshas been processed and to expect a deposit in your payroll bank account within 3-5 business days.
•If sentbackfor revision,the traveler/alternatewill receivean e-mail notification.SelectModify
fromtheExpense Module- Expensesboxtoviewtheapprover/auditorcomments(located
near thetopoftheexpensereport)andtocompletetherequiredmodifications.Seenumbersix abovefor submission instructions.
•If denied,expensereportscannotbe modifiedor resubmitted.
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