Date: 25 June 2008
To: Finance Users & Campus Community
From: Rick Allen
Subject: Employee Reimbursements – Best Practice Recommendation
The Controller’s Office encourages all employees to take advantage of the time frame recommended by the IRS and submit requests for reimbursement within 60 days of the date of purchase. If the reimbursement extends beyond 60 days, it is important to document in writing what caused the delay so that the reimbursement can be substantiated as non-taxable if ever questioned under audit. This documentation is optional, but the lack of it could cause the reimbursement to be ruled as taxable income to the employee at a later date. Any written documentation should be attached to the check request form along with the other documentation required for processing.
Please contact Kelly Olsen in the Controller’s Office, by phone 797-1062 or by email Kelly.Olsen@usu.edu , if you have any questions.