Employee Reimbursements
Ohio University will reimburse employees for necessary and reasonable expenses incurred during properly authorized travel and/or items purchased with personal funds. All reimbursements must follow university policies, procedures, and any restrictions from granting agencies. All employee reimbursements must be submitted through the university’s expense management system, Concur.
Timely Submission of Reimbursements
As a public institution, the university is required to follow IRS publication 463 which states that all reimbursements within a reasonable amount of time. The IRS has defined reasonable amount of time as adequately accounting for your expenses with 60 days after they were paid or incurred. Expense reports that have reimbursements that are included which are submitted more than 60 days from the date they were paid or incurred will be reported as taxable income to the employee on their W-2.
We are aware that there are circumstances that may prevent travelers from submitting within the allocated timeframe. If you have a valid reason for not being able to submit a transaction in a timely manner, it is important to reach out to financecustomercare@ohio.edu to make finance aware of your circumstances.
Below are some examples of valid justifications:
- Traveling for an extended period with no mechanism to submit expenses
- Medical issues interfering with ability to submit
Examples that would not override the requirement:
- Too busy to submit
- Expense delegate was not available to submit
- Was not aware that I could be reimbursed