As of July 1, 2025, employees must ensure that they submit their out-of-pocket expenses completely and accurately, including corrections and approvals, in the university’s expense reporting system within 60 calendar days from the date of the transaction, the end date of the trip, or the date of the event in accordance with federal treasury regulations. Late submissions, late approvals, or incomplete reports may be denied reimbursement or taxed.
* This only applies to expenses paid for with a personal payment method and does not apply to PCard, Travel Card, or CTA transactions. Please review the Procurement Communications regarding this change for additional information and policy.
Intent of This Process Change
We have created a user-friendly eForm, which will be linked in the Tax Denial response of returned Emburse reports and also accessible on our Travel and Expense website.
This eForm will ask users not to delete their report in Emburse and to provide the report ID along with an attestation of their intent to seek a taxable reimbursement, by initiating a request for an Additional Pay PAR (Personnel Action Request).
Process for SSC Customers
As of 7/1/2025, a request must be completed for an Additional Pay PAR for Late Reimbursement to initiate the process for taxable reimbursement. This can be done in two ways
- Complete the SSC – FIN – Request Taxable Reimbursement eForm. This will be included in Tax’s denial in the Emburse notification. It can also be found here.
- Submit your request as normal using the expense report eForm
- A question has been added to the form to determine if the expenses exceed the allowable time frame. If Yes is selected, an attestation for a PAR populates.
- Please note: You cannot attest on behalf of someone else
Once taxable reimbursement is requested, T&E will provide the supporting documentation to the expense report approver to obtain finance approval for the expenses. The approver will be asked to verify the following to approve the transaction:
- Business Purpose for Expense(s)
- Shortcode(s)
- Total Reimbursement Amount
If the approver replies with their approval, the SSC will initiate the additional pay request on their behalf, including supporting documentation and approvals. SSC HR will complete the additional pay process and route it to the appropriate approvers in each school or unit.
FAQs
A: You can still submit your expense report using the eForm. Be sure to select and attest to the relevant section indicating that your submission is overdue.
A: Please do not delete your Emburse report. You have two options:
Option 1: Initiate a PAR Additional Pay Request.
Option 2: Choose to forfeit the reimbursement, in which case you can delete the Emburse report.
A: Unfortunately, Travel and Expense cannot grant exceptions. If you have any questions or need to discuss exceptions, please contact the University Tax Department at [email protected].
For more information please visit our General Guidance on Late Expense Reimbursements page.
This is an optional service to initiate the additional pay process. If your school or unit would like to opt-out please send your request to [email protected] or speak with your SSC Customer Relationship Manager (CRM).