Create an eReimbursementFrom the Ariba home page, click CreateReimbursement

•Title: give the reimbursement a meaningful title for your department•Payee: choose the payee (who is being reimbursed)•Food or beverages: If the items are food/beverage, indicate if the budget is food approved. If no, then the 1798 form must be on file in your department. Food reimbursements are subject to per diem rates. Indicate in attendance in the comments box on the summary page. •Preferred payment method: Payment defaults to direct deposit into the Payee's bank account, but can be changed to check. If the Payee is not receiving payroll direct deposit they will receive a paper check even if they click on direct deposit.•UW Box Number must be completed whether Payee is receiving direct deposit or check•Click Next in bottom right corner

Direct deposit

Payee (reimbursee)

• Expense Description = Brief description of what was purchased. • Business Purpose = Explain how the purchase is for UW business for audit purposes. • Amount = Enter the amount to be reimbursed (this includes sales tax paid). This can be the total of

several receipts or broken down by receipt• Was Tax Paid =

• If tax was paid on this item/receipt click “yes”• If tax was not paid on a taxable item choose “no” and system will apply use tax of 9.5% on the total amount. The use tax amount

can be over-rode. • If item is tax exempt (not a taxable purchase), specify the justification in the comments box

• Choose budget number and account codes. Other codes are optional fields• Click Add to add the item to the reimbursement

Choose the appropriate tax

Click Add to add the item to the reimbursement

• Users can add additional items by completing section 2 again and clicking add• Users can edit items by clicking [select]• Users can copy and edit the items already added

– This feature can be used to split accounting charges based on dollar amount

• Once all items are added and editing complete, click Next

Click Copy to add another item

Click More (select) to edit the item

• Clicking [select] on the previous screen leads to an editing screen• Once finished editing, click “OK”

• Add any comments, such as use tax justification• Click Add Attachment to upload scanned receipt(s); reimbursements <$75 do not

require receipts but consult with your administrator for your department’s process• Do not include personal information like bank account details or address

information in either the comments field or on the attachments. This is an open access system, meaning anyone with netid access to Ariba will be able to see the comments and attachments.

Upload scanned receipt(s)

• Review the reimbursement for accuracy• Double check the payee name, and amounts

• Click Submit

•Funding Approvers are added to Approval Flow based on ASTRA role•Payee is added to Approval Flow only if they are not also the preparer•Ability to add ad hoc approvers or watchers •Will be adding functionality for optional Compliance Approvers soon

Approval Flow

Sample email users will receive if they need to approve a reimbursement