Employees are required to submit expense reports for travel expenses within 60 days of when the travel occurred. Reimbursement requests submitted by the expense owner more than 60 days after an expense is incurred may be reported as taxable income unless a reasonable justification for the delay is approved.
The Chrome River system will alert users if there are any expenses older than 60 days on an expense report when it is submitted. Users will then be directed to supply an explanation for each expense that is older than 60 days.
Reasonable justifications allowed by the IRS are:
- The employee was unable to submit a request for reimbursement because of an illness, a death in the family, or an act of nature.
- The employee was out of the country for an extended period of time and was unable to submit receipts and a request for reimbursement.
- Funding from another institution or agency was delayed.
- The employee was on leave or travel status for a reasonable period and was not in the office long enough to submit a request for reimbursement.
If the justification is not in compliance with IRS tax rules, Payables will submit the information to University Payroll & Benefits (UPB) for tax withholding.
The taxable gross amount will be displayed on your paystub under Earning Type as Taxable Reimbursement > 60 days.
Policy information is located at Business & Finance Policies & Procedures 8.2.4 Provide Justification for Reimbursement Requests Older than 60 Days.
Contact
If you have questions please submit a Service Request Form to University Payables.
