University Travel Policy Updates:
Effective November 8, 2021, employees no longer need an approved extension form for international travel. All travel must be pre-approved by DEM Fiscal prior to purchasing airfare, lodging, and other travel-related expenses. Please complete the pre-approval steps below if you plan to travel for UW related business in the future.
○ Pre-approval process
○ DEM reimbursement process
○ University reimbursement process
○ Non-employee payment requests
○ Non-supplier payment requests
Please work with your administrative assistant to complete expense forms.
Pre-Approvals
Please submit a pre-approval form to DEMpreapprovals@medicine.wisc.edu 14 business days prior to incurring expenses, or 2-3 months before expected travel. You will receive an email confirmation within 7 business days after submitting your pre-approval form providing guidance on how to move forward.
Follow the procedure below which corresponds to the nature of your expense request.
I AM A:
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Clinical provider planning to incur expenses out of CME
Professional Business Allowance (CME): Please complete a pre-approval form to ensure all policies/guidelines are followed prior to incurring expenses.
Following completion and submission of this form, Fiscal will confirm you have the funds available and ensure you are following policy/guidelines. You will receive an email with confirmation of approval and quick tips to move forward.
Clinical provider requesting Presentation/Speaking funds
Presentation/Speaking Funds: Please complete a pre-approval form if you are planning to present or speak at a conference.
Following completion and submission of this form, Fiscal will work with the appropriate parties to retrieve approval/signatures. You will receive an email with confirmation of approval and quick tips to move forward.
*This process will proceed more quickly if Dr. Hamedani is made aware of this expense by you, before reviewing the expense report.
Clinical provider requesting funding on behalf of the department
Department Funds: Please complete a pre-approval form if you are requesting funds on behalf of the department.
Following completion and submission of this form, Fiscal will work with the appropriate parties to retrieve approval/signatures. You will receive an email with confirmation of approval and quick tips to move forward.
*This process will proceed more quickly if Dr. Hamedani is made aware of this expense by you, before reviewing the expense report.
Administrative staff requesting funding on behalf of the department
Administrative Funding: Please complete a pre-approval form if you are requesting funding related to Professional Development, Hosted Meals/Catering events on behalf of the department, IT-related products on behalf of the department and other miscellaneous needs.
Following completion and submission of this form, Fiscal will work with the appropriate parties to retrieve approval/signatures. You will receive an email with confirmation of approval and quick tips to move forward.
Faculty utilizing Grants/Start Up funding
Grant Funding: Please complete a pre-approval form to ensure all policy/guidelines are followed prior to incurring expenses.
Following completion and submission of this form, Fiscal will confirm you have the funds available and ensure you are following policy/guidelines. You will receive an email with confirmation of approval and quick tips to move forward.
*This form is not required for Grants/Start Up funds, however it is highly recommended to ensure rules are followed.
DEM Reimbursements
*Includes professional allowances, presentation funds, and most operating expenses.
• For reimbursement, attach proof of the expense and proof of payment
• The business purpose must include conference dates, location, and name of the conference. Please do not use abbreviations or acronyms. Conference brochures, including any pre-conference meetings, workshops, etc., must be included with the reimbursement request.
• The business purpose for a physical item must include the location where the item is normally kept, book title/author if applicable, and a general description.
• A credit card statement can be used for proof of payment. Itemized receipts with zero balance due are required for all expenses.
• Flights and conference registrations will no longer be reimbursed prior to travel. Receipts requiring a zero balance must be requested for reimbursement after travel (e.g. hotel, meals, transportation, incidentals).
• After saving the completed expense report, email DEMexpenses@medicine.wisc.edu with the name of the expense report, expense report number, amount, and name of the primary faculty/staff member on the report.
University Reimbursements
Information on UW policies and procedures can be found here: https://businessservices.wisc.edu/travel-reimbursement/getting-reimbursed
Non-Supplier, Non-Employee Payment Requests
Information on UW Health policies and procedures for non-suppliers or non-employees can be found here: U-Connect Accounts Payable
Fiscal Affairs
