Expense reports submitted 60+ days after the last date of travel are considered taxable by the IRS. Starting September 1, 2023, UGA will follow the taxable travel process below. Please note that units will no longer need to, and should not, contact Payroll directly for taxable travel submissions.
Instructions
Traveler: Units should submit these expense reports via the Financial Management System just like any other expense report.- Accounts Payable: Accounts Payable will deny the expense report and take the following steps. Each week, Accounts Payable will monitor denied expense reports submitted after the 60-day window for taxable travel via query. Accounts Payable will send an update request to the Expense Manager via Smartsheet with several of the fields (including the taxable travel reimbursement amount) pre-populated.
- Dept. Expense Manager: Expense Manger will receive an email notification with an “Open request” link. S/he should complete any blank fields and submit. This automatically routes the form to Payroll. (Note that the expense manager does not have the option to change the taxable travel amount that has been entered by Accounts Payable.)
- Payroll: Payroll will process the reimbursement request and mark the process complete. Each of these will be logged sequentially and automatically in a tracking sheet.
- End Process.
Note: When funding support is provided by multiple departments or a different unit than the traveler’s home department, the units should coordinate to determine the combo code(s) to be used, if the combo code is different from the combo code for regular earnings. Travel reimbursements for different combo codes will be paid on a separate check to avoid proration of pay / benefits.
Links & Monitoring
Use the links below to monitor pending and completed taxable travel transactions. Expense managers and CBOs can also edit and submit transactions directly from these links.
Expense Manager: Pending Transactions (For Expense Mgr) CBO: Pending Transactions (For major unit)
