Submit all expense reimbursement requests within 90 days of the expense. This includes hosted meals, travel, supply purchases, etc. Per campus policy, anything pass 90 days of the receipt or after 90 days from the return date of UW business travel is not reimbursable.
Submitting an Expense Reimbursement Request
UW-Madison has an online tool for employees to use for reimbursement requests. The Guided Expense Tool (GET) is the recommended electronic reimbursement tool to use, though E-Reimbursement is an alternative tool that is suitable for more complex reimbursement requests. To submit a reimbursement request, sign-in to GET or E-Reimbursement and follow the directions. You will need to know which fund your expenses will be reimbursed from (e.g., grant fund, department fund). Once you have submitted your reimbursement request online, please print out the expense report, attach your receipts, place them in a large envelope, and return everything to the department office (145 Noland Hall). As an alternative, receipts can be uploaded in the E-Reimbursement report through the link ”Upload Attachment”.
If claiming mileage, please print a Google map of your travel route and include it with your reimbursement envelope or upload to the reimbursement.
If you need to reduce a day trip meal allowance in GET, follow the detailed instructions for reducing your day trip meal allowance.
Reimbursement requests are approved at the department level first and then reviewed and approved by College of Letters & Science staff. Please allow 2-4 weeks for your reimbursement to be paid out. If you have not received notice of your reimbursement within 4 weeks, please contact Cindy Armour (firstname.lastname@example.org).
If you need help with your reimbursement request, please contact Cindy Armour (email@example.com).