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.
For UC Entertainment Policy BUS-79 (PDF), you will find it on page 15 in the “Submission of Meal and Entertainment Expenses for Reimbursement” section.
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.
The taxable income will typically be reported on your paycheck within two months of the date that your reimbursement is paid out to you. 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.
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 in a timely manner.
For Travel and Entertainment reports for employees that are submitted more than 60 days after the conclusion of the trip and/or event, the submitter of the report will be required to provide a justification for submitting late and enter any request they have for exemption at that time. Reports will not be able to be submitted past 60 days without entering this information. Requests for exemption will not be accepted via any other method. Accounts Payable will periodically review submitted justifications to determine whether it would be accepted in the event of an IRS audit, so the bar has...
Only employees with travel or entertainment reimbursements that are out of compliance with the 60 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.
Non-travel and non-entertainment reimbursements submitted through the 'Other Expenses' reimbursement process are not subject to the 60 day submission requirement. However, sound business practice calls for reimbursement requests to be submitted timely.
