Travel & Entertainment

New Rules for Travel Reports Coming in July

April 28, 2017

By Lauren Riebs

Beginning on July 1, any travel and entertainment claims submitted more than one year after the trip or event will be reported as income and subject to taxes – not just the amount reimbursed to the employee, but the entire total of the travel report will become taxable income.

 Following in the footsteps of other UC campuses and the UC Davis Medical Center, UC Davis will now report travel and entertainment expenses as income if the report is not submitted within a year. This does not impact the reimbursement of out-of-pocket expenses to the employee, but now will be considered income.

“Most other UC campuses already do this, and we hope this is a simple policy that will ensure we can reconcile travel reports more quickly,” said Mike Kuhner, director of Accounts Payable and Travel and Entertainment. “We’re hoping that within the next couple of months, all late claims will be cleared through the system before the new policy starts on July 1.”

While the instance of late expense reports is very low at UC Davis, the Travel and Entertainment Office is stepping up efforts to make travelers – and the people who submit travel reports on their behalf – more aware of the new requirements.

“We’re here to help make sure that these travel reports are processed quickly and correctly,” said Linda, a member of the Travel Help Desk.

For travelers who receive cash advances prior to a trip, the timeline for submitting the claim will be shortened from one year to 120 days before it gets reported as income.  

University of California Travel and Entertainment policies require all travel expense reports to be submitted within 45 days of the trip or event end date. The new policy will hopefully deter late expense reporting and better align the UC Davis campus with UCOP policy, pursuant of University of California Travel and Entertainment policies G-28 and BUS-79.

Both policies will go into effect on July 1. Expense reports and cash advance reconciliations submitted prior to July 1 will be exempt from the new tax reporting conditions.

Please contact travelhelp@ucdavis.edu if you have questions or use our online Help Form.

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Lauren Riebs is Student News Editor for the UC Davis Division of Finance, Operations and Administration, which includes the university’s Travel and Entertainment Office.

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