Timely submission of expense reports is good business practice

On April 15, a communication memo, Impact of Faculty and Staff Appointment End Dates on the e-Reimbursement System (PDF), was sent to the Divisional Business Representatives (DBRs), Travel Contacts, and e-Reimbursement Division Coordinators to encourage all employees to submit their expense reports in a timely manner. Accounting Services has identified additional business practices that support why all expense reimbursements should be submitted and approved in a timely manner:

• The Web-based, self-service e Reimbursement system provides the tool for timely submission and is available to all employees to prepare and submit expenses anywhere and anytime internet access is available.
• My Corporate Card cardholders may import transactions into e-Reimbursement’s My Wallet Function to easily pay for expenses on the card balance associated with the expense report before the next billing statement. Note: Finance fees are assessed by U.S. Bank if the balance becomes 61 days past due.
• All employee profile data for the e-Reimbursement system is based on an employee’s oldest, active UW–Madison appointment; it is in the employee’s best interest to submit expense reports while they are employed by the department where the expenses were incurred.
• After the new Human Resources System (HRS) is implemented, manual changes to employee profile data that allow submission of expenses incurred during previous appointments may cease.
• The HRS implementation will require that all cash advances and expenses be submitted, fully approved, and reconciled within a 60-day period prior to go-live. Note: Reconciliation of cash advances is required within 30 days.

All employees must become accustomed to submitting their expense reports immediately following travel and/or as expenses are incurred. Accounting Services information can be reviewed online.