New UC policy: Submit reimbursement requests within 45 days
As of January 1, 2021, all travel and entertainment reimbursement requests are due within 45 calendar days following the end of a trip or event.
The Business Resource Center (BRC) has updated their policy in alignment with Travel Policy G-28, Section V.I.1., page 39 and UC Policy BUS-79, Section V.A.1., page 15. It reflects recommendations from recent internal and external audit findings and aligns with Internal Revenue Service regulations.
Reimbursement request timeline and tax implications
If your reimbursement request is received by the BRC…
- Within 45 days after the event/last day of travel: You will be fully reimbursed and the reimbursement income will not be taxed.
- Between 46 and 60 days after: Submitting within this timeframe requires exceptional approval. If approved, your reimbursement income will not be taxed.
- After 60 days: Reimbursement requests will be reported as taxable income to the employee without exception. Should your reimbursement fall within this window, you should consult with a tax professional about deducting the reimbursement on your tax return.
For questions about this policy, contact BRCTravelandEnt@ucop.edu.Tags: BRC, reimbursements