Contracts

90-Day Accountable Plan Exceptions

Link to Knowledge Base Job Aid

Overview:

Details how to enter a Spend Authorization in Workday for any 90-Day Accountable Plan Exceptions.

Security Roles

Initiator(s): Employee as Self, Expense Data Entry Specialist

Approver(s): Expense Operations Lead 

Process Considerations:

  • All reimbursable expenses (out of pocket and shared-liability card transactions) are to be submitted within 90 days from the date of purchase except for Registration Fees, Airfare, Group Airfare, Lodging, Tuition Reimbursement or any Job-Related Training, in which the expense must be submitted within 90 days of the arrival date listed in Workday. This also applies for any returned expense report, which must be resubmitted within 90 days of the expense report being sent back.
  • Exceptions will be considered tax reportable unless extenuating circumstances apply. Extenuating circumstances for employees are defined as a serious illness or other unforeseen emergency out of the control of the employee. Employee negligence and busy schedule/workload is not an extenuating circumstance.
  • Expense Operation Leads have the authority to grant exceptions.

Click on the links below to skip directly to a section:

Create Spend Authorization

  1. Hover over Personal in the sidebar and select Expenses Hub.
  2. Click the Create Spend Authorization button.
  3. Complete the following fields in the Spend Authorization Information section:
    1. Enter the Start Date and End Date of the Expense Item(s) that were not submitted within the 90-day timeframe.
    2. Enter a Description.
    3. In the Business Purpose field, select Policy Exceptions (Spend Auth Only).
    4. In the Justification field, enter a detailed explanation as to why an exception is being requested and include any extenuating circumstances.
  4. Click +Add option in the Spend Authorization Lines tab.
  5. In the Spend Authorization Line:
    1. Enter the Expense Item.
    2. Enter the Total Amount.
    3. Enter the Program, Grant, Project or Gift Worktag.
    4. If applicable, enter Item Details for the Expense Item.
  6. If additional Spend Authorization Lines are necessary, click the +Add button and complete step 6 for each line.
    NOTE: If needed, attachments can be added to the Spend Authorization by selecting the Attachments tab.
  7. Click Submit.

To the top

Next Steps

After clicking Submit, the Spend Authorization routes to the Driver Worktag Manager and then to the Expense Operations Lead for final approval. Once the Spend Authorization is approved, it can then be attached to the Expense Report.

To the top

Additional Resources

Are group or hosted meals allowed on the purchasing card (PCard)?

Employees are now permitted to use the PCard to purchase Business Meals and Refreshments. All existing business meal requirements still apply, including the need for actual business to be conducted and the restriction on alcohol purchases.

NOTE: Only GROUP/HOSTED Meals will be allowed on the PCard

               *Individual meals will continue to be covered by per diem and paid using a personal card or a Shared Liability Card.

Universities of Wisconsin Business Meals and Events

Are group or hosted meals allowed on the purchasing card (PCard)?

Employees are now permitted to use the PCard to purchase Business Meals and Refreshments. All existing business meal requirements still apply, including the need for actual business to be conducted and the restriction on alcohol purchases.

NOTE: Only GROUP/HOSTED Meals will be allowed on the PCard

               *Individual meals will continue to be covered by per diem and paid using a personal card or a Shared Liability Card.

Universities of Wisconsin Business Meals and Events

Are group or hosted meals allowed on the Purchasing Card (PCard)

Employees are now permitted to use the PCard to purchase Business Meals and Refreshments. All existing business meal requirements still apply, including the need for actual business to be conducted and the restriction on alcohol purchases.

NOTE: Only GROUP/HOSTED Meals will be allowed on the PCard

               *Individual meals will continue to be covered by per diem and paid using a personal card or a Shared Liability Card.

Universities of Wisconsin Business Meals and Events

PCard Storage and TMEA Support Form

If you need assistance with any of the below items:

TMEA Issue/Routing Question

PCard Storage Issue/Routing Question

Adding or Removing User(s) to a TMEA Report or PCard Storage Report Approval Workflow

Click on the Link to Request Support

Adding Requesters or Approvers in ShopUW+

Adding the security role of ‘Requester’ in ShopUW+ should be accomplished via the Security Role Request form available in SFS. Please login to SFS to request the ‘UW_UNV_JG_REQUESTER’ role for those who need it. The role requires the individual and their supervisor to approve. Requesters are not tied to a specific funding string (ORG) in ShopUW+.

Adding the security role role of Approver in ShopUW+ should be accomplished by the Dean or divisional UBR submitting the request via email to pre-audit@uwm.edu. Please specify the funding string (ORG) that the Approver will be responsible for, and their Approval Level.

Reminder: Approver Level 1 ($100-$5,000), Approver Level 2 ($5,000 to $50,000), Approver Level 3 ($50,000 and above).

Newly added Requesters and Approvers should self-enroll and complete training at ShopUW+ Essentials prior to engaging in Requester or Approver activity.

Add ShopUW+ Essentials to your MyUW dashboard

You can add a tile to your employee dashboard in MyUW that links directly to the ShopUW+Essentials site.

After logging in, type “ShopUW+” in the search bar and then select it and choose Add to home. (You may need to refresh or log out and back in to make the tile active.)

The Essentials site is your hub for everything related to ShopUW+, from training and resources to the platform (April 16) and announcements.

ShopUW+ Go Live April 16th

Effective April 16th, 2021 the use of forms and workflow within the ShopUW+ portal replaces existing (paper) Requisitions for Purchase Order, Direct Payments, PIRs, Refunds, and other procurement processes at UWM.

Use of ShopUW+ will be required for all transactions unless specifically excluded on direction from the Director of Procurement or the Accounts Payable Supervisor.