On July 1, 2024, a newly revised University Policy 3.2, Travel Expenses, will go into effect with new rules impacting expense reporting. This revision aligns with the new policy framework requirements issued by the Chief Compliance and Privacy Officer, encourages cost-conscious travel practices, and abides by the Internal Revenue Service's Accountable Plan rules for business expenses.
The updated policy now focuses on the core principles or overarching, enduring tenets, while detailed procedures are available on the newly revised Travel website. This separation allows for a more concise policy document and easier access to specific procedural information.
DFS Conversations Recap
An overview of the policy changes was presented during the June 11 DFS Conversations session. The recorded session and accompanying resources are available for those who missed it or want a refresher.
Key Changes
Cost-saving measures are strongly encouraged:
- Budget implications of sending multiple travelers from one unit to the same event or conference should be discussed with the budget manager or administrative office.
- Virtual options are encouraged where possible and reasonable for candidate interviews, meetings, and conferences.
- The use of preferred booking methods and vendors is strongly encouraged.
Changes to what's reimbursable:
- Fully remote worker travel to campus is restricted to specific distances and circumstances.
- Gifts in lieu of housing when staying at private residences are not reimbursable.
- Business and hosted meals while in travel status are reimbursed at 100%, including tax and tip, of the daily per diem rate per person for that location. The rate was previously 150%.
- Reimbursable and non-reimbursable expense lists have been updated.
Changes to what's taxable to the traveler:
- Travel expense reports submitted 60 calendar days or more after the travel end date will be taxable. Any late report that results in a reimbursement due to the traveler requires approval by the dean, vice provost, vice president, provost, president, or a direct designee.
- After 365 days, out-of-pocket expenses will not be reimbursed, and all university-prepaid expenses and T&M card charges will be taxable. Expense reports still must be submitted.
- Amounts advanced that exceed expenses must be repaid within 120 days of the travel end date, or the amount will be taxable.
Support and Resources
If you have questions about the new policy or procedures, the Shared Services Center (SSC) can help. You can contact them directly or attend one of their Virtual Office Hours on Zoom.
