University of Wisconsin
School of Medicine and Public Health

UWMF Professional Expense Allowance

Physician and Mid-levels (NP, PA)


Professional Expense Policy

The Department of Medicine provides an annual professional expense allowance to Department UWMF physicians and mid-levels. This allowance is determined by the Department Executive Committee.

Eligibility:
  • Department UWMF physicians and mid-levels must have an appointment of at least 20%
  • Physicians paid hourly or on a per diem basis are not eligible
Amount & Term:
  • $2,000 for the fiscal year (July 1 through June 30)
  • May only be used for that person's business expenses
  • Amount will be pro-rated to an individual's start-date
  • Amount will be pro-rated to an individual's appointment FTE. An individual with a less than full time appointment may receive the full time status allocation during the fiscal year only with Division Head approval. Such approval should be determined annually.
  • For year-end processing, expenses need to be received no later than the first Friday in May at our Midvale offices.
  • Check with your division administrator or contact for exact date as fiscal year end approaches
  • Unused amounts may not be carried over from one year to the next
  • Upon notice of termination by an individual:
    • Any Information technology equipment reimbursed via this policy must be returned to the department upon departure of any individual. (This includes, but is not limited to: ipads, laptops, desktops, etc.)
  • Use of professional Expense Funds will be at the discretion of the Division Head
Qualifying expenses:
  • Only items that meet IRS guidelines for business expenses will qualify for this allowance
  • In general terms, this means that the expense must be an ordinary and necessary expense incurred by employees in the business of the UWMF (medical group practice)
  • Refer to the professional expense examples section for a listing of types of allowable and not allowable expenses
Documentation:
  • Use the forms listed under 'UWMF Expense Forms' heading
  • Experience has shown, whenever possible, it is more convenient for you to have us pay the bills directly rather than to reimburse you
  • Submit the complete original invoice (not just the remittance notice) well in advance of the due date and we will process the payment for you
  • If you have paid the bill and are requesting reimbursement, submit a copy of the complete original/itemized invoice and proof of payment (either a receipt for payment, a copy of your check, or a copy of your credit card statement)
Travel expenses:
  • Requests for travel expense reimbursement must be approved in advance by the traveler's division head or division administrator.
  • Attention Physicians: For physicians who are dually employed by both the University of Wisconsin - Madison and UW Health (UW Medical Foundation), which site you use to book travel depends upon the funding source for that travel. Therefore, at the time of each booking, physicians will need to confirm the funding source for their travel (University of Wisconsin or UW Health).
  • Also see the  complete UW Health travel policy
Timing:
  • Reimbursement requests should be submitted within 90 days of when the purchase was made (or the end date of the conference if applicable) or when the expense was incurred and in the current fiscal year, or the request will be denied. Every effort should be made to capture the expense in the fiscal year in which it was incurred. It is recommended that reimbursements be limited to two per month. Multiple trip expenses may be included on an expenses report.
Submitting expenses:
  • All expenses should be submitted to your division administrator or contact.
  • Divisions have internal record-keeping requirements for professional expenses.
  • They will forward expenses to DOM Office of Financial Services for Department processing.
Balance of allotment:
  • Each month your division administrator or contact is sent a report listing the expenses paid and the balance remaining.
  • Contact them for the balance of your allotment.

Return to Top


 

Professional Expense Examples

Examples of allowable professional expenses.
Any item that meets IRS guidelines for business expenses. This includes, but is not limited to, the following:

  • Memberships and dues of medical organizations
  • Medical books
  • Subscriptions for medical journals and publications
  • Medical licenses not necessary for Department of Medicine clinical activities
  • Registration for medical conferences
  • Travel, lodging, meals, business phone calls at medical conferences
  • Stethoscopes
  • Lab coats and monogramming
  • Medical software
  • Medical cassettes, CDs, videotapes and slides
  • Board certification expenses
  • Office supplies
  • Computers, printers, peripherals, etc must be purchased through Department of Medicine Helpdesk (property must be donated to UW upon departure from department, or end of useful life of equipment)

Examples of expenses that are not allowable
Any item that is primarily for personal nonprofessional use and not allowable under IRS guidelines for business expenses. This includes, but is not limited to, the following:

  • Personal life and disability insurance policy premiums
  • Contributions to an office 'sunshine fund'
  • Memberships in non-medical associations or organizations
  • Subscriptions to non-medical journals and publications
  • Cell phones, smart phones, and smart watches
  • Personal use software
  • Personalizing of any electronics or other purchased items
  • Spouse or family member's travel costs
  • Pay-for-view movies in hotel/motel room
  • Parking tickets and other fines

Examples of expenses considered division expenses - not professional allotment expense

  • Medical licenses for Department of Medicine clinical activity
  • DEA licenses for Department of Medicine clinical activity
  • Medical staff dues for secondary or outreach hospital appointments
  • Mileage to outreach sites

Return to Top


 

Frequently Asked Questions

Q. Can I exceed my $2,000 limit?
A. No.

Q. What do I have to include with a direct payment request?
A. The original invoice, mailing envelope and all other forms that must accompany the payment should be submitted. All forms must be fully completed with the amount to be paid clearly indicated.

Q. Can I include a contribution to the organization along with my membership payment?
A. Optional nondeductible contributions included on membership invoices will not be paid by the UWMF. Include a personal check with the invoice if you wish to support such contributions. We will mail your check along with the membership payment.

Q. I have a very close deadline for a dues payment. What is the best way for me to pay it?
A. Write a personal check for the invoice. Send your check and all paperwork to your division contact. They will forward it to Mickie Dickrell. We will make the necessary copies and process a reimbursement payment to you. We will then mail your personal check to the vendor. By doing this you will not have to submit a copy of the invoice and cancelled check for reimbursement.

Q. I paid a subscription by check. Can I get reimbursed?
A. The preferred way to pay subscriptions is to submit the original invoice and let the Department pay it. However, you can get reimbursed for items you pay with personal checks. Please submit a copy of the invoice along with either your cancelled check or copy of your credit card statement.

Q. Can I get reimbursed for my UW or Meriter parking fee?
A. Not if the fee is for parking at your primary assigned workplace. The same goes for costs of commuting to your primary assigned workplace. This would be a Division or Department expense, not an individual professional expense item.

Q. Can I get reimbursed for taking others to lunch at a conference?
A. Yes, if the purpose is primarily for business reasons (such as recruiting). If you plan a major activity, such as a hospitality room, you must get this approved in advance by your Division Head and Department Chair. If approved in advance, this event would be a Division or Department expense, not an individual professional expense item.

Q. I have some professional expense items from last year; can I still submit them for reimbursement?
A. Yes, as long as they are within 90 days of the expense. Effective 7/1/17, expenses older than 90 days will not be reimbursed. These expenses will be deducted from the current year allowance.

Return to Top


If you have any questions or comments, please contact Mickie Dickrell, (608) 265-2120, mmd@medicine.wisc.edu.