Effective June 1, 2012, the University will no longer process reimbursement requests that are submitted to the Financial Affairs Office more than 90 calendar days after an expense is paid. This policy will apply to reimbursements for faculty, staff and students. Reimbursement requests for expenses submitted more than 90 days after the expense was paid will be refused. This will apply to all expenses paid after May 31, 2012.
In accordance with IRS accountable plan regulations, reimbursements must be submitted within 60 calendar days after business related expenses are paid to avoid being included as wages for tax purposes. Reimbursements processed after 60 days from the date the expense was paid will be added to W-2 taxable earnings and appropriate taxes will be withheld from the employee's next regular paycheck. Please note, while the university recommends that airline tickets be purchased in advance of travel to take advantage of discounted fares, airfare reimbursement requests must be submitted within 60 days from the date of purchase to avoid being included in earnings. For student reimbursements with receipts 60 days or older, the check request must be accompanied by a completed W-9 form for 1099 reporting purposes.
An exception to the 60 day reimbursement policy will be granted for employees traveling on extended business trips. Travel must be for a period longer than 30 days. Traveler must submit expenses 60 days from the end date of the trip.
Documentation must be provided with the reimbursement request that substantiates the dates of departure and return to the United States, such as a boarding pass or flight itinerary. Reimbursements processed after the exception period has ended will be added to W-2 taxable earnings and appropriate taxes will be withheld from the employee's next regular paycheck.
Requests submitted after 60 days will be processed as taxable income.