Employee Reimbursements

Employee Reimbursement Guidelines

Employee reimbursements are processed through Accounts Payable and will be directly deposited into the employee's 'primary' bank account associated with UAccess Employee. Employees may 'opt out' of their primary bank account associated with UAccess Employee by submitting an 'Accounts Payable ACH Electronic Payment Authorization' form located via Eforms. This will allow the employee to designate a specific banking institution or account to which their Accounts Payable/Travel reimbursements or advances will be deposited. Accounts Payable/Travel direct deposit reimbursement files are submitted thru a secure NACHA ftp process to the University of Arizona financial institution nightly and generally require two days to appear in the employee's banking account. A courtesy email notification will be sent to the employee of the pending deposit if the employee has an email address indicated in UAccess Employee.

Employee expense reimbursements issued prior to September 30, 2011 can be viewed electronically via the Information Service Web. Employee expense reimbursements issued after October 1st can be viewed electronically via UAccess Financials Disbursement Voucher document number.

 

Time Limitation: Expense reimbursements should be submitted to FSO Operations as soon as possible after the initial expense or completion of travel, and within a reasonable period of time. IRS guidance states that reimbursements submitted within 60 days will be treated as having been accounted for within a reasonable period of time. However, the university is a complex organization with diverse operations and unique circumstances in all its disciplines. As such, there is sufficient justification to have an additional 30 days added to the reasonable period in the University’s Accountable Plan Policy. The following is additional guidance for employees:
 

  1. Reimbursement requests submitted within 90 days will be considered qualified and nontaxable under the accountable plan. Reimbursement requests submitted after the 90th day will generally be nonqualified, and taxable to the payee. Nonqualified reimbursements are processed through payroll to collect the appropriate taxes and remitted to the IRS.
  2. An exception may be requested by preparing and submitting a written justification and corrective action plan, approved by the department head and college dean / unit vice president (or designee), along with the expense reimbursement to FSO Operations. Approved exceptions will be treated as qualified and non-taxable; otherwise, the payment will be treated as nonqualified. Multiple exception requests from an individual or unit will be subject to additional reviews and approvals. 

 

Employee Reimbursement

Complete a Disbursement Voucher (DV) and  forward the signed DV Cover Sheet to FSO-Operations.  If you prefer, rather than the DV cover sheet, you may complete and forward a signed Expense Reimbursement Request form (optional).

Travel Expense Reimbursements

Complete a Travel Expense Report and forward to FSO-Operations along with the UAccess Financials Disbursement Voucher (DV) cover sheet.

Routing

Complete the UAccess Financials Disbursement Voucher (DV) and print the DV Cover Sheet and send the Employee Reimbursement Request form OR the Travel Expense Report along with all supporting documentation for the expense to:

FSO-OPERATIONS
UNIVERSITY SERVICES BUILDING
PO BOX 210158, ROOM 402
CAMPUS

To reduce the need for obtaining reimbursements, consider using these methods for expenditures: