Avoid tax on UTA travel

Tuesday, Jul 30, 2019

DO NOT HAVE YOUR PAYCHECK TAXED FOR YOUR UTA TRAVEL EXPENSES!

In accordance with IRS guidelines, UTA employees are required to accurately and completely account for travel expenses within 60 calendar days after trip end.

IF YOUR TRAVEL EXPENSES ARE NOT ACCOUNTED FOR (SUBMITTED ON AN ERROR FREE EXPENSE REPORT WITH ALL SUPPORTING DOCUMENTATION AND FULLY ROUTED THROUGH WORKFLOW) WITHIN 60 CALENDAR DAYS, YOU WILL BE TAXED!

In order to avoid personal taxation on UTA travel expenses, please review the information below and follow the timelines noted when requesting travel approval and when submitting the resulting expenses.

NEW SUBMISSION SCHEDULE: To aid in meeting the required 60 calendar day timeline, a new submission schedule is being implemented. This will require expense reports to be created and processed through workflow to the Office of Disbursements within 30 calendar days after trip end. This is necessary in order to allow for review and correction of any issues within the 60 calendar days required by the IRS. Please review the information below thoroughly to insure a complete understanding of your responsibilities as a UTA traveler. The 30-calendar day submission schedule will be effective for travel that ends August 1, 2019, and after.

Before Travel Starts:

  • Travel Authorization: Have travel fully approved in UTShare prior to start of all overnight travel. Failure to do so could result in denial of travel reimbursement. The TA is also the mechanism for reminders that will be sent concerning outstanding travel.
  • Combining business and personal travel: Complete a cost comparison prior to the start of travel for all travel needs—air, hotel and car rentals. Only UTA travel agencies or Concur can provide you the comparison needed for airfare. Include the comparison documents with your travel expense report.
  • Cheaper Alternative Airfare: If a traveler finds an exact flight itinerary at a savings of $100 or more than from the travel agencies or Concur, provide the alternative airfare information via an Exception in the Business Affairs Exception Tracker. Required documentation for the Exception is Alternate Airfare Request Form (Form BF-T-F9) and an email from the travel agencies confirming their inability to price match.
  • Travel Exceptions: Known exceptions to a business expense prohibited by University Travel Procedures, requires submitting a formal request no less than 14 business prior to the first day of travel. Submit all requests using the Business Affairs Exception Tracker.
  • Cash Advance: Travelers can request a cash advance in UTShare, minimum of $100, no less than 7 business days prior to the start of travel.

After Travel Occurs:

  • Expense Documentation: If travel is handled centrally in your department, turn in all required business expense documentation for both overnight and non-overnight travel.
  • Cash Advance - Unused Funds: Repay any unused monies prior to submission of Expense Report (ref. Procedure BF-T-PR1, Section V. D.)
  • UTShare Expense Report – Process within 30 Calendar Days of Travel:The expense report must be created and processed through workflow to the Office of Disbursements by the 30th calendar day after the last date of travel.
  • UTShare Expense Report - Must be error free and fully processed by your department within 60 calendar days: Travel expense reports processed on the 61st calendar day after trip end or later are taxable to the traveler and the employing department. This includes travel expenses paid with a cash advance, paid by traveler, or paid with a business travel card. Avoid taxation by submitting travel expense reports error free within 60 calendar days of trip end to the Office of Disbursements.

For complete information on the university’s travel policies, please visit UTA’s Travel Procedures.

Please share this information to all applicable personnel within your department.