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." 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 daily 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 mail to the employee's home address indicated in UAccess Employee.
Expense/travel reimbursements may be viewed electronically via UAccess Analytics > Central-Accounts Payable > Empl Reimb.
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:
- 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.
- 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.
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 Employee Reimbursement Request form (optional).
The University of Arizona reimburses in USD currency via the Disbursement Voucher and documentation should be included to validate the currency exchange rate when receipts are presented in non USD currency. A recommended tool to obtain the USD 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 USD equivalent amount for the reimbursement.
Travel Expense Reimbursements
Complete a Travel Expense Report and forward to FSO-Operations along with the UAccess Financials Disbursement Voucher (DV) cover sheet.
Electronic Ad Hoc Routing and Approval (Effective July 2017)
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:
UNIVERSITY SERVICES BUILDING
PO BOX 210158, ROOM 402
To reduce the need for obtaining reimbursements, consider using these methods for expenditures: