Employee Reimbursements

Employee reimbursements are processed through Accounts Payable and will be directly deposited into the employee's primary bank account identified by the employee in UAccess Employee. Employees may designate a different reimbursement banking account or opt out of their primary bank account by contacting Accounts Payable and requesting an "ACH Electronic Payment Authorization Form". This will allow the employee to designate a specific banking institution or account to which their expense/travel reimbursements or advances are deposited.

Accounts Payable/Travel direct deposit reimbursement files are submitted through a secure process to the University of Arizona financial institution on Tuesday's and Thursday's and generally require two days to appear in the employee's bank account. Courtesy email notifications for the pending deposit are sent to the employee email address indicated in UAccess Employee. Employee reimbursements paid by check processing are mailed to the employee's home address indicated in UAccess Employee.

Expense and travel reimbursements may be viewed electronically via UAccess Analytics > Central-Accounts Payable > Empl Reimb.

Accountable Plan Time Limitation: Expense reimbursements should be submitted to Accounts Payable 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 by Accounts Payable utilizing the UAccess Employee process through payroll to record 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 or college dean / unit vice president (or designee), along with the expense reimbursement to Financial Services 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 attach supporting documentation in the Notes and Attachment tab and route accordingly. A digitally signed Employee Reimbursement Request form (optional) may be attached in the notes and attachment tab if preferred.

The University of Arizona reimburses in US dollar currency via the Disbursement Voucher and documentation should be included to validate the currency exchange rate when receipts are presented in foreign currency.  A recommended tool to obtain the US dollar amount to reimburse is the Oanda Currency conversion Tool. This tool allows the user to enter the currency indicated on the receipt along with the date of the receipt to obtain the US dollar equivalent amount for the reimbursement. Redacted bank/credit card statements may also be provided to ensure employee receives the correct US dollar reimbursement.

Travel Expense Reimbursements

Complete a Travel Expense Report and attach to the Disbursement Voucher along with all receipts and supporting documentation and route accordingly. 

Electronic Ad Hoc Routing and Approval

Electronic Routing

Upon completion of creating the Disbursement Voucher, attach all supporting documentation including receipts, forms, itineraries, agenda for business meeting expenses, etc. as this is the official University record and route accordingly. 

Note

To reduce out of pocket expenses, please consider using these methods for expenditures: