Expense Reimbursement: UW and UW Health

Not sure of the purchasing or payment options for your expense type, or whether the purchase is allowable? Contact your division's accountant BEFORE purchasing.

Unallowable expenses purchased with personal funds will NOT be reimbursed.

• Unsure of the funding for your reimbursement? Contact your Division Administrator.
• Use a purchasing card whenever possible rather than personal funds. Questions? Contact your division's finance staff.
• Hosted meals and travel expenses can be reimbursed on either side, depending on funding source.

• UW Health Reimbursements:
  • Clinical-related expenses
  • Professional Business Expenses
  • Examples: medical books, subscriptions for journals and publications, dues and memberships of medical organizations

• UW–Madison Reimbursements:
  • Research and educational expenses
  • Grant funding
  • Examples: poster printing, tuition reimbursement

Using Oracle Cloud Finance:

• If you do not have access please contact your Division Administrator
• Google Chrome is the preferred internet browser when using Oracle Cloud

DOM Resources and Oracle Job Aids

Faculty and NPPs

• You must add a bank account to be reimbursed by UW Health via Oracle.
• You can add a delegate to enter expenses in Oracle on your behalf.
  • We recommend that you work with your division administrative assistants to manage your reimbursements. This includes Regional Mileage reimbursements.
  • Please add Amanda Koehn and your medical program assistant; this will allow them to enter and edit any expense reimbursements in Oracle on your behalf.
• View Archived Expense Reports (PDF)

Administrative Assistants and Oracle Delegates 

• UW Health Chart of Accounts
• Oracle Expense Training: 
  • Managing Oracle Expenses (PDF)
  • Template Types (PDF)
• UW Health Travel and Other Expense Reimbursement: Full Policy
• Reports: Expense Report Detailed View (PDF). Find the status of an expense reimbursement searchable by Name or Cost Center
• Oracle Mileage Reimbursement: Mileage Reimbursement Quick Guide (PDF)
• Mileage reimbursement for outreach sites: Regional Services Mileage Workflow

Expense Types with Special Instructions

• DEA License Renewals
  • The DEA grants fee exemptions to employees of the University of Wisconsin–Madison. See DEA Registration for UW Practitioners for requirements and instructions.
• Technology Purchases, Computer Hardware/Software
  • Technology Purchases, Computer hardware/software related items must be ordered from SMPH IT. Any computer related item(s) not ordered through DOM-IT will not be reimbursed unless prior approval has been granted.
• Relocation
  • All Dept of Medicine Relocation Stipend approvals and processing are handled by HR. Please see our Moving and Relocation page for more details.
• Lab Coats/Business Cards
  • Lab Coats: The purchase of three lab coats every three years, along with cleaning expenses will be covered - please reach out to your administrative staff.
  • Business cards: Please reach out to your administrative staff.