Expense Reimbursement Procedure & Form

Step one

Complete the Expense Reimbursement form in full, including name, address and signature.

Step three

Submit the Expense Reimbursement form and any necessary documentation to the appropriate accounting associate or your supervisor five (5) business days after the end of the month.

Step two

Attach any necessary documentation including receipts and the first page of your cell phone bill. Tape small receipts onto a full sheet of paper. Receipts should be attached in the order of the expense listed.

Step four

You'll receive an ACH payment to your checking account or a check within two weeks of submission of your expense form and receipts.

Expense Guidelines

CESA 2 will reimburse staff members for meals and mileage when the staff member is traveling for business purposes. Mileage will be reimbursed at the current IRS rate. Staff members must use their personal credit cards for meals and seek reimbursement. Only expenses incurred while conducting official CESA 2 business will be reimbursed. Reimbursement claims must represent actual, reasonable, and necessary expenses.

Mileage Reimbursement

CESA 2 Consultants will be reimbursed for every mile they travel during the work day because their primary location is their home office.

Staff who work as itinerants in the Specialized Services and Staffing Center of Excellence will receive an additional stipend to compensate them for the level of travel they must engage in to perform their duties. The stipend is a non-accountable plan and is subject to all applicable federal and state taxes. The employee will not be required to provide documentation of the mileage they accrue while performing their duties. Itinerant staff members will not be reimbursed for their commute to their first location and from their last location to their home due to IRS regulations. At the discretion of the Agency Administrator, some staff may be provided with leased vehicles to use during the school year.

For those staff members that have dedicated space at a CESA 2 office but also work remotely, mileage may be claimed when they must begin or end their workday at a location other than their home or approved Remote Workplace Program (RWP) location. Staff will be reimbursed for any miles accrued during travel between schools or other worksites during the workday.

Meal Reimbursement

Meals will be reimbursed if the conference or event does not provide a meal. CESA 2 will reimburse up to $10.00 for breakfast, $12.00 for lunch and $23.00 for dinner for in-state meals. CESA 2 will reimburse up to $11.00 for breakfast, $17.00 for lunch and $27.00 for dinner for out-of-state meals. CESA 2 generally follows the guidelines outlined in the State of Wisconsin Pocket Travel Guide. Staff members must submit itemized receipts in order to receive reimbursement.

Please keep in mind that reimbursement will not be provided for items when the conference, event or hotel offers the item. For example, staff members can’t ask for reimbursement for a Starbucks coffee if coffee is served at the event.

Hotel Reimbursement

CESA 2 will pay for or reimburse staff who attend a conference up to the room block rate for the conference cost, the in-state lodging rate in the state of Wisconsin or the out-of-state lodging rate set by the Wisconsin Department of Administration (State of Wisconsin Pocket Travel Guide).

CESA 2 staff may choose to stay in an alternate lodging (e.g. AirBnB), but are responsible for any costs beyond these rates. Staff members must provide documentation of the rate of the alternate lodging and the rate of the room block.

When staff stay in the state of Wisconsin, they must provide documentation to the hotel of CESA 2’s tax exempt status. CESA 2 is not tax exempt outside of the state of Wisconsin. CESA 2 does not reimburse taxes on lodging in the state of Wisconsin.

Please use the Hotel Reservation Guide to assist you in booking a hotel accurately for your reimbursement form.

Expense Reimbursement Forms

Expense reimbursement forms must be submitted by five (5) business days after the end of the month. Receipts and other documentation must be submitted with the form and can be submitted as PDF files or the physical receipts taped to a 8 1/2 by 11 sheet of paper if they are smaller than that.

Examples of Expenses that are Not Reimbursable*

Alcoholic beverages
Snacks, water, etc.
Supplies, office items, etc.
Spouse or family members’ travel costs
Cancellation charges (unless fully justified)
Lost/stolen cash or personal property
Personal items, e.g., toiletries, luggage, clothing, etc.
Traffic citations, parking tickets and other fines
Excessive mileage charges incurred for personal reasons e.g., sightseeing, side trips, etc.
Parking costs at the assigned workplace
Repairs, towing service, etc., for personal vehicle
Additional charges for late checkout
Taxi fares to and from restaurants
Meals included in the cost of registration fees or airfare
Upgrades to airline travel or airfare
Baggage fees for baggage that is over the accepted weight
Flight insurance
Pay-per-view movies and personal entertainment
Child care costs and kennel costs