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Taxation of Late Reports

UC policy requires all employees to report travel and entertainment expenses within 45 days of the end of the trip or event.

Expense Report Deadlines

All UC Davis travel and entertainment expenses must be authorized, reported and reimbursed in accordance with University of California policies G-28 and BUS-79. UC policy requires all employees to report travel and entertainment expenses within 45 days of the end of the trip or event. For recurrent local travel, reports must be submitted monthly. UC Davis employees submit expense reports for approval in the AggieTravel system.

Late Expense Reports

Beginning January 1, 2019, UC Davis employees must submit travel and entertainment claims within 60 days of the trip or event. Expense reports submitted after 60 days will be reported as taxable income to the employee.

This policy includes all expenses including those paid on the Travel card, direct billing (CTS), and out of pocket.

This policy can be found in the UC Davis Policy & Procedure Manual 300-10.

Background

On average, 15% of all UC Davis travel and entertainment reports are submitted late, representing over $9 million of travel spend. If the university is audited by external auditors or the IRS, late expense reports put the university at risk of violations in our Accountable Plan.

Questions? Please contact us at travelhelp@ucdavis.edu or use our online Help Form.