Transcript e-Reimbursement Login and Create Expense Report

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-Madison’s implementation of the PeopleSoft
Expenses module
PeopleSoft at UW System is branded as Shared Financial
System (SFS) and includes the following modules:
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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/Dean’s 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 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
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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
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
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 the
Financial Information Resources
module in the Services tab of the
MyUW portal.
• Face-to-Face
Register for face-to-face training on
the OHRD web site.
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