Reimbursement Submission Deadline and Delinquent Documents

Receipts and Laptop

Travel Reimbursements must be submitted, approved and received by Accounting no later than 45 days after the trip end date to avoid delinquency.

When a document reaches 120 days past due the initiator is unable to submit, accounting must be contacted in order to submit the document for the initiator. Please make sure the document is complete and justification is provided in the document as to why the reimbursement is delinquent.

Any document submitted six months after the trip end date will require exceptional approval along with a justification.

It is the policy of the University to comply with the IRS regulations regarding the provision and reimbursement of business-related travel and to conform to the IRS "accountable plan" rules.

Late Expense Reports

Based on the University California G-28 Travel Regulations and BUS-79, travel and entertainment expenses submitted in excess of one year is considered by the IRS to be taxable income to the traveler are not reimbursable.   

Cash Advances

Cash advances issued to employees for travel and entertainment purposes and not reconciled within 120 days from the identified trip or event end date will be reported as income and subject to taxes (pursuant to University of California Travel and Entertainment policies G-28 and BUS-79).

Cash advances with a trip or event date older than 120 days will become taxable at that time. For example, a cash advance with a trip end date of March 8, 2019 will be considered tax reportable if not submitted for reconciliation by July 6, 2019.

Questions?  Please contact us at:  travel-accounting@uci.edu

More Important Guidelines

  • Department Rules: Keep in mind that your department or unit may have stricter rules than listed on this page. 
  • 45 Days: Travel Reimbursements must be submitted, approved, and received by Accounting no later than 45 days after the end of trip date.
  • Paying for Others: You may share a room, shuttles, and cab rides with another traveler. Don’t pay for another person’s travel, including airfare, lodging, registration, meals, etc.
  • Supporting Docs: Documentation supporting the business purpose may be required (conference brochure, invite, agenda, etc.)
  • Travel Arrangers: Working with your department travel preparer will help ensure any additional departmental requirements are met, including fund restrictions (e.g., alcohol), required receipts, and a speedy reimbursement.