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Pay & Benefits,Paycheck

Travel and Reimbursement

Travel and Reimbursement - Pay & Benefits, Paycheck

Focus

New UW Health Travel and Reimbursement Policy

As we continue on our Journey to One UW Health, we are pleased to announce a new, integrated travel and reimbursement policy, which outlines a streamlined process for booking and submitting travel expenses for all UW Health employees and faculty physicians (UWHC and UWMF).

July 1, 2017 Go Live

Beginning July 1, 2017, all travel arrangements must be made through the Concur booking tool or via Fox World Travel to be eligible for reimbursement by UW Health. Also beginning on July 1, all expense reports must be submitted electronically through Concur.

Helpful Links

FAQ

I am booking a flight in May 2017 for a conference that will be in August 2017. How should I book my flight since the Concur booking tool and Fox World Travel are not yet available? Will I be able to be reimbursed for my flight now?

You should continue to book your travel using your departmental processes per the current UW travel policy (Policy #1.14). Reimbursement will continue to follow the current guidelines until the new policy goes into effect (Summer 2017).

Does all travel need to be pre-approval?

Yes, however the policy leaves it up to each department as to how formal or informal travel pre-approval should be.

How do I pay for airfare, car and hotel?

It is strongly suggested that all airfare be purchased with company issued travel card. This card will reside within the Concur booking tool and with Fox World Travel. Airfare booked with any other type of payment will not be eligible for reimbursement until after travel has been completed. Car and Hotel must be paid directly by the traveler and will be reimbursed after travel has been completed.

When do I need to submit my expense report?

Your expense report must be submitted within 90 days of when the purchase was made/expense was incurred or the end date of the conference.

If I submit my expense report after the 90 day deadline, what will happen?

Any expenses submitted after 90 days of the purchase was made/expense was incurred or the end date of the conference will be denied.

How do I set up my user account?

UW Health will be using Single Sign On for Concur. Information will be pulled from our HR system to automatically create an account for you within Concur. Once the system goes live, you will be able to logon and populate your profile with additional information and preferences.

How do I delegate someone else to complete my expense reports in Concur?

You can grant delegate access to other users by opening your Concur Profile, choosing Profile Settings, and opening up the Expense Delegate page. Within the expense delegates page you will have the option to add/modify/remove a delegate.

When I book my airfare, hotel and car through Fox World Travel, will I get separate receipts that will need to be uploaded into Concur?

Yes, you will receive separate receipts for your airfare, hotel and car and all receipts must be uploaded into Concur. Airfare is paid for instantly and you will receive a receipt immediately after booking. Hotel and car receipts will be provided upon payment, which is generally after check out/drop/off.

How do I upload other receipts into Concur?

You may take a picture or scan your receipts and upload as a jpeg or PDF. You are also encouraged to activate e-receipts in the Alerts section on the Concur expense home page. When available, e-receipts will enable an automatic collection of electronic receipts and folio data.

Are there other documents that need to be uploaded besides receipts?

Yes, if you rented a car or attended a conference the rental car contract and conference brochure (containing the name, location, date(s) and the agenda) must be uploaded into Concur in the same way as a receipt.

Will I be reimbursed for a meal if I only have my credit card receipt?

No, you must have an itemized receipt.

When I contact Fox World Travel to book a flight/hotel/car, how will I let them know that my flight is being paid for by UW Health and not the UW?

As Fox World Travel and Concur are used by both UW Health and the University of Wisconsin, callers will need to identify themselves as they call in. Agents will be prompted to confirm information as well.

Can I book my travel through the Concur online booking tool, or by phone with Fox World Travel?

You may book your travel in whichever way is more convenient and familiar for you. However, to be eligible for reimbursement, all travel must be booked in one of these two ways. Travel booked through other sources will not be eligible for reimbursement.

What is the phone contact info for Fox World Travel and what hours are they open?

You can login to Concur, or call Fox World Travel at the following numbers: Toll Free: (844) 319-289 or Local: (920) 267-6336. You may also email agents at Fox World Travel through our dedicated email address, uwhealth@foxworldtravel.com. Emails will be monitored during the hours of 8am-5pm, Monday through Friday. Calls will be monitored during the same window as email, however any calls outside of this timeframe will automatically roll over to the after-hours service.

How does the $70/per travel day maximum for meals work? (For example, if breakfast and lunch are provided at a conference, can I spend up to $70 on dinner)? If I have a drink at dinner, can it be part of my $70/day maximum?

Yes, you can spend up to $70 (including tip) on dinner if breakfast and lunch are provided at a conference. Yes, alcohol can be included as part of your $70/day maximum.

How do I enter attendees for a business meal into Concur?

When entering a reimbursement request for a business meal with multiple attendees, you must identify all attendees. If the attendees are either UWMF or UWHC employees, you will be able to select their names from Concur. If some or all of the attendees are not UW Health employees, you will need to enter their names into Concur.

What happens if I pay for parking for another employee while at a conference? Will I be able to be reimbursed?

No, you can only be reimbursed for your own expenses.

Are faculty physicians covered under this policy or the UW Madison travel policies?

The new UW Health Travel and Expense policy applies to physicians (who are dually employed by UWMF and SMPH) when they are using funds through UWMF to pay for travel and. When faculty physicians use SMPH funds for travel/expense, the university policies apply. This two-policy situation is not new. Faculty physicians have always had their travel and expense reimbursed under the two policies. In the past, those two policies were from UW Madison and UWMF, depending on the source of funds. We now have a single policy that applies to UW Health employees, whether MF or HC. 

Physicians still operate under two policies depending on the source of funds. Which policy applies would not be tied to the reason for expense, i.e. a role like Director of Medical Student Education, but rather the source of the funds. If they are UWMF funds, regardless of the purpose of the travel/expense, the UW Health policy applies.

How will doctors handle a cancelled flight while at the airport?

The should talk to an airline desk agent at the airport, or call Fox World Travel for assistance at (844) 319-2895 or (920) 267-6336.

How does the ghost card work? How does the expense get allocated to the department with the correct funding string?

A corporate travel card (ghostcard) is embedded in each users’ profile and is tied to their home cost center. Each user and/or delegate will want to verify their home cost center when they first enter an expense report. The home cost center can also be verified under Profile, Expense Settings, Expense Information. If information is listed incorrectly, users will need to reach out to HR to have their cost center corrected. Please note that expenses can be allocated to additional cost centers within an expense report.

Is there a report that would show who my current approver is in the system? 

While there is not a report, users can see who their approver is in Concur under Profile, Expense Settings, Expense Approvers.

Is it possible to include an additional approver in the system to review an expense prior to it being approved?

An approver may designate a delegate who is able to review on their behalf, however it is the approver who is ultimately responsible for ensuring compliance with the policy.

How do I know who my delegate is?

It is up to each user to determine a delegate, assuming it is that person's responsibility to assist you. For additional information on how to assign a delegate, please see the Concur Quick Start Guides:

How does the approval process route expense reports to the correct approver?

All employees have an assigned supervisor/manager in PeopleSoft HR who is responsible for that employee's approvals (time card, expenses, etc.). The PeopleSoft systems feeds information into Concur, making that employee's supervisor/manager the designated approver within the Concur system as well.

In training, there were examples of attachments being loaded on individual lines.  Are we able to scan one PDF with all receipts for a person’s expense report and load those all as one PDF, or do we have to upload each receipt separately?

Yes, each receipt must be separate.

Will breaking down receipts be required on all expenses types?  

Itemization is required for all meal and hotel expenses. If multiple expense types are on one receipt, they do need to be itemized.

What is the role of User, Delegate, Approver and Auditor?

User: A user is an employee who can access Concur for booking travel and expense reimbursement.

Delegate: Depending on how a delegator has set up their delegate, the delegate can submit expenses on behalf of another user, as well as book travel. A user can designate different delegates for travel and expense.

Approver: The approver is the supervisor/manager of an employee who oversees that employee's approvals (time card, expenses, etc.). The PeopleSoft HR system identifies the approver, however that person may delegate approval responsibility to another user. Please note: the user and approver cannot be the same person.

Auditor: Auditors can be UW Health finance and audit staff or Concur auditors.

What type of expenses do I use Concur for? 

Concur Expense is for any out of pocket pre-approved expensed incurred by an employee, for travel and non-travel expenses. Please see the UW Health Travel and Reimbursement Policy (policy 1.14) for additional information. All expense types are also listed in Concur.  

How do I know what my home cost center assigned in Concur is?

The home cost center can be verified under Profile, Expense Settings, Expense Information. If information is listed incorrectly, users will need to reach out to HR to have their cost center corrected.

Is there a way to keep a draft of an expense report that holds expenses until I am ready to submit for approval?  

You can continue to add to an un-submitted expense report for as long as you’d like, however you may receive a notification informing you that you have an open, un-submitted report. Keep in mind that reports are not accepted after 90 days, so please be sure to submit within that timeframe.

How do I make sure that I am on the approved drivers list so that I can rent a vehicle while traveling? 

Please see Motor Vehicle Policy (policy 1.17) or contact Risk Management for additional details.

For conference registration payments, can a check be cut or do we need to pay the cost out of pocket? 

Per the new travel and reimbursement policy, each department has to develop their own process for pre-approval regarding any funds being spent. Users can pay for the conference out of pocket, however if the conference invoices UW Health directly, we would refer you to your Accounts Payable policy.

Can we still pay for membership dues with a check? 

If UW Health is invoiced directly, please refer to your Accounts Payable policy. If it is an out of pocket business expense, it needs to be approved by the department prior to the expense being incurred, and must be entered into Concur for reimbursement.

Can I can book directly with a conference hotel? 

Per policy, all hotels must be booked through Concur, with the exception of conference hotels where a code is offered that can only be booked directly through the conference website.

Will all management staff be reimbursed for mileage to meetings offsite with the new policy?

Yes, all staff can now be reimbursed for mileage.

How do I know who my delegate is?

Your delegate is the same person who has assisted you/your department historically with travel related questions, bookings, expense reports, etc. Generally an administrative support staff for your department.

I have to allocate out my expense to two cost centers.  How do I get approval for my 'non-home' cost center?

Each department has to develop their own process for pre-approval. If your expense is being reimbursed from more than one department, it is your responsibility to obtain pre-approval from that department(s) prior to any expenses being incurred.

If the traveler books their own flight is there a hard stop within the system if they are requesting a flight that is not the least expensive (or within $100.00)? 

There is not a hard stop, however they will be prompted if the flight is out of policy. If they choose to continue, they will have to provide a reason, along with comments as to why they are booking that particular flight. Their manager, our financial staff, auditors, and other executive staff will be able to pull reports based on anything booked out of policy.

If a traveler books their own flight, how does the department ensure that they are not adding additional costs, that may or may not be reimbursed?

Users can book their own flights, however per the new travel and reimbursement policy, each department has to develop their own process for pre-approval prior to any funds being spent. The approver is ultimately responsible for ensuring that all expenses are actual business expenses.

What type of expenses do I use Concur for? 

Concur Expense is for any out of pocket pre-approved expensed incurred by an employee, for travel and non-travel expenses. Please see the UW Health Travel and Reimbursement Policy (policy 1.14) for additional information. All expense types are also listed in Concur.  

If a provider doesn’t have the funds to pay for an expense out of their CME bucket, will we have to request that they pay us back?

Per the new travel and reimbursement policy, each department has to develop their own process for pre-approval regarding any funds being spent, including funds for CME. During the expense report process, if a user has overspent or spent funds that were not pre-approved, the approver will return the expense report to the user with comments as to why it was not approved.

What if I have additional questions?

Please send them to NewTravelPolicy@uwhealth.org

Resources

Concur Booking Tool

Concur

Concur Training and Guides

Concur Travel and Expense Training Video

Travel Policy

UW Health Travel and Reimbursement Policy

Travel Reimbursement Archived Links

Travel and Reimbursement Archive (UWHC)

Travel and Reimbursement Archive (UWMF)