Holiday Closure
Our offices will be closing at 1:00 p.m. on Wednesday, July 3rd in advance of the July 4th holiday and will reopen Monday, July 8th.
Our offices will be closing at 1:00 p.m. on Wednesday, July 3rd in advance of the July 4th holiday and will reopen Monday, July 8th.
Effective Date: June 12, 2024 (see Revision Log for what changed on this date; use Questions & Feedback form to interact with University Controller staff)
Under the University’s accountable plan for commercial credit card use, cash advance, and employee reimbursement, employees are required to substantiate the business purpose of the expense, provide any required receipts/other documentation, and reimburse the University (if appropriate) within specified timeframes.
These procedures set forth University requirements for payment – including reimbursement – of employee-incurred business expense without the payment/reimbursement being included as part of the employee’s taxable income.
Employees must fulfill all of the following requirements in order to substantiate business expenses related to commercial credit card use, cash advance, and employee reimbursement:
In summary, the responsibility of the employee cardholder/advance recipient/traveler is to explain how the expenses they incurred were business related ... and attach required documentation ... and reimburse the University if necessary ... and submit the expense report -- within the 90 days identified. As long as the report is first submitted in Concur within the 90 days following the trip (or within 90 days following the purchase date, for non-travel expenses) -- and as long as any money owed to the University has been repaid to the University by that time -- then the report expenses will not be taxable to the employee. The report does not need to be fully or partially approved within the 90 days. If an approver has questions and sends the report back to the employee and the employee resubmits the report after the 90-day window, it is the first Submit date that is used to assess compliance with these procedures.
Substantiation of commercial credit card use, cash advance, and employee reimbursement must include the following information:
Furthermore, itemized receipts are required as follows:
When required itemized receipts and/or required proofs of payment are not available:
For all expense reports:
For reimbursement expense reports:
Repeated failure to provide required receipts may result in denial of future reimbursement requests–either for the individual employee or for the approving authority’s functional area of responsibility.
Employees who do not meet the conditions of the University’s accountable plan by complying with the above procedures will have the amount of the related expense (commercial credit card transaction, cash advance, reimbursement) reported as taxable income on the employee’s pay advice and on IRS Form W-2. Once reported, these cannot be reversed.
Exceptions
Unless approved by the Director of Tax in the Office of University Controller, there are no exceptions to this procedural statement. Requests for exceptions must be submitted through the employee's campus controller's office. As noted on our Campus Controller's (Finance) Offices webpage, these designated campus contacts are:
Important: When requesting an exception, the employee must forward the formal email that they received from the Concur system -- the Taxable Expenses Notification - along with its attached list of reported transactions.
Revision Log
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