8.2.4 Provide Justification for Reimbursement Requests Older than 60 Days
Policy Statement
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 submitted and it is approved by UPAY through the expense report in Emburse Enterprise. Expenses submitted in excess of one year after expense date will not be reimbursed to the employee.
The justification is processed through Emburse Enterprise and is granted on a case-by-case basis, depending on individual circumstances. Reasonable justifications include unforeseen events, such as:
- The employee was not able to submit a request for his/her reimbursements 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.
Procedure
Justification for reimbursement requests more than 60 days must be explained when prompted and is the only action needed. Expenses submitted in excess of one year after expense date will not be reimbursed to the employee.
UPAY will review the request and process for payment. If the justification is not in compliance with IRS tax rules, UPAY will submit the information to University Payroll and Benefits (UPB) for tax withholding.
8.2.2 Request Reimbursement for Items Purchased on Behalf of the University
8.2.1 Request Reimbursement for Domestic or International Employee Travel and Business Meals
19 Contracts
Emburse Enterprise Resource Page
Job aid for System Navigation
Job aid for Create an Expense Report (ER)
University Payables Training Materials
First Published: September 2012 | Last Updated March 2025 | Last Reviewed February 2022