Frequently Asked Questions - 45 Calendar Day Submission Deadline for Travel and Entertainment Reimbursement Requests

When will I see the withholding on my paycheck and how will it appear?

The taxable income will typically be reported on your paycheck within two months of the date that your reimbursement is paid out to you. You will be notified by Accounts Payable staff to inform you which pay date you should expect to see the taxable income reflected. If it is a large taxable amount, we will do our best to prorate the withholding amounts across two paychecks. You will be able to identify the imputed income from the earn code on your pay statement of FMV-fringe benefit-taxable.

How can I request an exemption to the 45 day submission deadline?

I feel that there are extenuating circumstances that warrant further consideration. How can I request an exemption to the 45 day submission deadline?

Please complete the Request for Exemption DocuSign form. This form must be completed and submitted within 10 calendar days of the employee being notified of the policy violation. Once tax withholding has occurred on a paycheck, it cannot be reversed. Once the form is approved by your T&E Expense Approver, it will be routed to Accounts Payable for consideration. You will receive a...

Where can I find this policy?

For Travel policy (BFB-G-28), you will find it on page 39 in the “Reporting Period” section.

For Entertainment policy (BUS-79), you will find it on page 15 in the “Submission of Meal and Entertainment Expenses for Reimbursement” section.

Will my reimbursement request be paid if it is submitted after the 45 day deadline?

Yes, as long as your reimbursement request is approved by your designated approver, the reimbursement will be issued through normal payment channels. However, the payment will be reported to Payroll as imputed income and appropriate tax withholding will occur on a subsequent paycheck.

Does tax withholding only apply to employees? Does tax withholding also apply to guests and students?

Only employees with Travel or Entertainment reimbursements that are out of compliance with the 45-day submission deadline are subject to tax withholding on the reimbursement as imputed income. Imputed income does not apply to guests or students. However, sound business practice calls for reimbursement requests to be submitted timely.

Does the 45-day submission timeframe apply to reimbursements that are not for Travel or Entertainment?

No.

Non-T&E reimbursements submitted through the “Other Expenses” reimbursement process are not subject to the 45-day submission requirement. However, sound business practice calls for reimbursement requests to be submitted timely.

When will the 45-day submission deadline be strictly enforced?

Travel with an end date of July 1, 2021 or later and Entertainment events with a date of July 1, 2021 or later will be subject to this requirement. So, travel with an end date of July 1 must be submitted on or before August 14th.

What about Travel with an end date prior to July 1, 2021 or an Entertainment event prior to July 1, 2021?

Reimbursement for Travel with an end date prior to July 1, 2021 or Entertainment events with a date prior to July 1, 2021 will not be subject to tax withholding. However, sound business practice calls for reimbursement requests to be submitted timely.