In order to comply with IRS regulations, beginning on July 1, 2018, employee expense reports submitted to an Approver more than 60 days after the trip or last purchase date will be reported as taxable income for the employee being reimbursed and subject to applicable payroll taxes. UC Travel Regulations Policy G-28 and Expenditures for Business Meetings, Entertainment, and Other Occasions BUS 79 require employees to submit expense reports within 45 days of the completion of a trip or event. Submitting your expense reports within the required 45 days will ensure your reimbursement will not be taxed. Timely reporting and submission of expense reports is the responsibility of the employee being reimbursed regardless of whether the employee self-submits or has designated a delegate for expense reporting. Impact for EmployeesIndividuals will continue to be reimbursed.Individuals should submit expense reports within the 45-day UC policy limit to allow sufficient time for review and approval, and to avoid tax consequences.Beginning on July 1, 2018, expense reports submitted to the Approver more than 60 days after the completion of the trip or last purchase date will be reported as taxable income to the employee on their paycheck, and federal and state income taxes and other mandatory taxes will be deducted.For monthly recurring expenses submitted quarterly, expense reports submitted to the Approver more than 60 days after the last day of the quarter will be reported as taxable income to the employee.Impact for ApproversApprovers should continue to approve expense reports in a timely manner.Approvers should confirm that the date entered in the MyExpense “End of Trip/Last Purchase Date” field is accurate and matches submitted documentation. Background & Transition ProcessIn the October 2015, the Controller’s Office Newsletter highlighted the policy change that shortened expense report due dates from 60 to 45 days and the potential of reporting payment for late expense reports as taxable income. Since then, the Controller's Office and Supply Chain Management have been monitoring submission of expense reports and have been working with individuals and departments who submit late reports. Despite our efforts, we continue to receive late expense reports. On April 1, 2018, a new field, “End of Trip/Last Purchase Date,” was added in MyExpense to support accurate identification of late expense reports.In order to ease transition from the current process to the new process, the Controller’s Office implemented these tax reporting changes on July 1, 2018. Expense reports submitted prior to July 1, 2018, that are more than 60 days after completion of the trip or last purchase date will not be reported as taxable income.To increase awareness of the changes, from April 1, 2016 through June 30, 2018, Accounts Payable notified employees who submit a late expense report and their final approvers of the upcoming taxability to late expense reports. At this time students, affiliates, guest travelers, and other non-employee expense reports are not subject to these IRS guidelines.Please distribute this information to your employees who are reimbursed for expenses and their Preparers and Approvers. Contact the Supply Chain Management Response Team if you have any questions about this change.
Supply Chain Management (SCM) prepares for potential service disruptions.
Due to payroll tax reporting deadlines and the number of pay periods remaining in 2024, all employee relocation and childcare expense reimbursement claims must be submitted and received by November 1 for processing and payment by the end of 2024. Relocation expense reimbursements must be emailed to [email protected] by November 1. Childcare expense reimbursement claims must be submitted and received by SCM in MyExpense by November 1. The expense claims must be complete, accurate, policy compliant, and have the appropriate approvals to be paid in 2024. Relocation and childcare expense reimbursement claims that are incomplete or received after the deadline will be reimbursed in or after January 2025.
Reimbursement reminder for business travelers.
UCSF Health’s Marketing Department needed an urgent storage solution for a unique piece of art and turned to Supply Chain Management (SCM) Logistics for help.
Supply Chain Management is constrained by fair business practices when it comes to recommending suppliers to our customers. We know that sourcing can be a big undertaking, especially when it comes to finding hotels in the Bay Area. It can be difficult to find hotels that meet our terms and conditions, can accommodate blocks of rooms, and have availability. Well, thankfully Campus Life Services (CLS) comes to the rescue. For almost 30 years, CLS has been compiling a list of local hotels (and short-term stay options) that are actively doing business with UCSF. View the CLS Short-Term Lodging Guide.This is a great place to start when you are looking for local accommodations. As always, we ask that you carefully look at what every supplier has to offer and follow UCSF's Purchasing Guidelines. For questions regarding the lodging guide, please contact Todd McGregor or Christine Sweet.
Travelers are advised to anticipate long hold times at Connexxus travel agencies & airlines due to Hurricane Milton.
Turkish Airlines has advised that its distribution agreement with Sabre expired on August 31, 2024. As a result, all content for Turkish Airlines will be removed from BCD.
Start planning events to ensure details, payments, and venue bookings are handled smoothly, with additional support from SCM Strategic Procurement who have simplified booking and payment processes through contracted local venues.
The new Neta Scientific punch-out catalog is now live in BearBuy, replacing the hosted catalog.
