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Tightened travel reimbursements policy bring changes

by John Drees, communications and marketing last modified Jan 31, 2013 10:11 AM

A re-emphasis on the university’s travel reimbursement policy will mean changes for how and when some UofL employees account for their travel expenses.

University policy requires employees to submit completed travel reimbursement requests within 30 calendar days of the trip return date. The controller’s office has been flexible on submissions, allowing extra time when necessary to ease the burden on employees and their unit business managers.

But after reviewing the federal guidelines, UofL has tightened its policy to better conform to the law.

Effective March 1, if an employee fails to submit a completed travel voucher and/or advancement reconciliation to the controller’s office within 60 calendar days of the end of travel, the voucher he or she receives must be reported to the Internal Revenue Service as taxable income and will be added to the employee's W-2 for that year.

“After reviewing our current policy, we decided that we needed to strengthen certain elements to ensure our plan was compliant with IRS requirements,” said Jon Rexroat, university tax manager. He noted that reimbursement requests submitted in a timely manner will be unaffected by the policy change.

The policy affects reporting of all travel, including local mileage. While some people had been waiting 60 to 90 days to submit their local travel, they now will need to report it at least every 30 to 45 days.

Go to the controller’s web page for more information on the policy.

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