Meal Reimbursement Change
Effective 9/1/2014, the University will have a more restrictive policy concerning receipt requirements. The new policy will reimburse travelers for actual expenses up to the GSA rate without receipts, but receipts will be required if daily meal expenses exceed GSA rates. Click to find the GSA rates for any domestic or foreign destination, and apply those to the header of your expense report in Concur.
90 Day Reimbursement Policy
According to the IRS’s Safe Harbor Rules – all expenses must be adequately accounted for within 90 days or the expenses will be reported as taxable income to the employee. With that being said, the following policy is being implemented by the University to insure timely submission of expense reports.
Expense reports must be submitted within 90 days of the travel end date, although it is a best practice is to submit expense reports within 30 days. This applies to both, out-of-pocket and travel card transactions. If expense reports are not submitted within 90 days of travel end date, your travel card will immediately be suspended, until the expense report is submitted and approved. Expenses will then become tax-reportable income to the employee, and a tax withholding form must be attached to the expense report once it is submitted. All unassigned transactions are monitored by Financial Management Operations, as well as the Business Office on routine basis, and we will do our very best to communicate any issues that might arise concerning your travel.
Any reimbursement request outside of a travel expense (ex: an individual reimbursement) must be submitted for reimbursement within 90 days of the receipt date. Again, it is a best practice to submit reimbursement requests within 30 days. Any reimbursement request older than 90 days will become tax-reportable income to the employee, and should include a request for tax withholding form with the request for reimbursement.