Payment for Services, Travel, and Expense Reimbursement for Non-Employees

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Policy Number:
UW-3023
Responsible Office:
Accounting Services, Division of Business Services

University Policy

Rationale/​Purpose:

This policy establishes standards for payment to, or reimbursement of, individuals who are not UW-Madison employees, as outlined in UW-5000 Employment Categories.

Definitions:
Approving Authority
The chancellor, vice chancellor, dean, division chief financial officer (CFO), or delegated division business office executive.
Business Purpose
The reason for an appropriate, reasonable, and necessary expense that supports or advances the goals, objectives, and mission of the university.
Scope:

Any individual receiving payment for a service, travel, or other expense reimbursement, who is not an employee of UW-Madison.

Policy:
  1. Conditions
    1. A non-employee who provides service to, or otherwise benefits the university, may be paid for their services and/or reimbursed for actual and necessary expenses incurred in connection with their duties or activities if:
      1. The expenses are supported by a University of Wisconsin-Madison business purpose,
      2. The expenses are specifically authorized by statute or contractual agreement; or
      3. It is determined by the approving authority that the service provided or benefit received is essential and not otherwise available to a program or function.
    2. If participation is mostly to influence university decisions for the benefit of other organizations, expenses are not reimbursable.
    3. Non-employees must comply with university policies when requesting direct payment or reimbursement for travel expenses.
    4. All expenses must be documented in accordance with UW–Madison receipt requirements.
    5. Payments to nonresident aliens must be paid through a Supplier Invoice Request – Statutory Invoice Type 01 (see How To Determine Which Tax-Related Documents are Required When Making Non-Payroll Payments at UW-Madison).
  2. Payment Methods
    1. Whenever possible, a UW-Madison Purchasing Card should be used to pay for non-employee travel expenses (e.g., airfare, lodging, registration).
    2. For service payments and other reimbursable expenses incurred by the non-employee the following is required:
      1. Pay a non-employee for services up to $5,000
        1. Use the Supplier Invoice Request – Statutory Invoice Type 01
        2. Spend Category: SC00051 (Services)
        3. Payment is tax reportable
      2. Pay a non-employee for services over $5,000
        1. Use a requisition
        2. Spend Category: SC00051 (Services)
        3. Payment is tax reportable
      3. Pay a non-employee for both services and travel & expenses
        1. Combine service and travel payments
          1. Use the Supplier Invoice Request – Statutory Invoice Type 01
          2. Spend Category: SC00051 (Services)
          3. Payment is tax reportable
        2. Separate service and travel payments
          1. For service amount only
            1. Use the Supplier Invoice Request – Statutory Invoice Type 01
            2. Spend Category: SC00051 (Services)
            3. Payment is tax reportable
          2. For travel amount only
            1. Use Workday Expense
            2. Spend Category: Automatically assigned by the system
            3. Payment is not tax reportable
      4. Pay a non-employee for travel & expenses
        1. Use Workday Expense
        2. Spend Category: Automatically assigned by the system
        3. Payment is not tax reportable
Related UW-Madison Policies:
Related UW–Madison Documents, Web Pages, or Other Resources:
External References:

UW System Administrative Policy 405, Universities of Wisconsin Travel and Expense Policy

Policy Administration

Approval Authority:
Assistant Vice Chancellor of Business Services and Controller
Policy Manager:
Expense Reimbursement Program Manager, Division of Business Services
Contact:
Expense Reimbursement Program Manager -- Expense Reimbursement Business Services, expensereimbursement@bussvc.wisc.edu
Revised Dates:

07-07-2025

Reviewed Dates:

07-07-2025

Retrieved:
10-11-2025 05:54:55