Late Expense Reports Will Result in Taxable Income Beginning on July 1, 2018

UC Travel Regulations Policy G-28 and Expenditures for Business Meetings, Entertainment, and Other Occasions BUS 79 require employees to submit expense reports within 45 days of the completion of a trip or event.  Submitting your expense reports within the required 45 days will ensure your reimbursement will not be taxed.  In order to comply with IRS regulations, beginning on July 1, 2018, employee expense reports submitted to an Approver more than 60 days after the trip or last purchase date will be reported as taxable income for the employee being reimbursed and subject to applicable payroll taxes.

Timely reporting and submission of expense reports is the responsibility of the employee being reimbursed regardless of whether the employee self-submits or has designated a delegate for expense reporting.

On April 1, 2018, we will add a new field, “End of Trip/Last Purchase Date” in MyExpense to support accurate identification of late expense reports.

Impacts to the employee for late expense reports

  • Individuals will continue to be reimbursed.
  • Individuals should submit expense reports within the 45-day UC policy limit to allow sufficient time for review and approval, and avoid tax consequences.
  • Expense reports submitted to the Approver more than 60 days after the completion of the trip or last purchase date will be reported as taxable income to the employee on their paycheck, and federal and state income taxes and other mandatory taxes will be deducted.
    • For monthly recurring expenses submitted quarterly, expense reports submitted to the Approver more than 60 days after the last day of the quarter will be reported as taxable income to the employee.

Impacts for Approvers

  • Approvers should continue to approve expense reports in a timely manner.
  • Approvers should confirm that the date entered in “End of Trip/Last Purchase Date” is accurate and matches submitted documentation.

In the October 2015 Controller’s Office Newsletter, we highlighted the policy change that shortened expense report due dates from 60 to 45 days and the potential of reporting payment for late expense reports as taxable income. Since then, we have been monitoring submission of expense reports, and have been working with individuals and departments who submit late reports. Despite our efforts, we continue to receive late expense reports.

In order to ease transition from the current process to the new process, the Controller’s Office will implement these changes on July 1, 2018. Expense reports submitted prior to July 1 that are more than 60 days after completion of the trip or last purchase date will not be reported as taxable income.

To increase awareness of the upcoming changes, beginning on April 1 through the grace period ending on June 30, Accounts Payable will notify employees who submit a late expense report and their final approvers of the upcoming taxability to late expense reports. At this time students, affiliates, guest travelers, and other non-employee expense reports are not subject to these IRS guidelines.

Please distribute this information to your employees who are reimbursed for expenses and their Preparers and Approvers. Contact the Controller’s Office Solution Center if you have any questions.