Employee Reimbursements

Employee Reimbursement Guidelines

Employee reimbursements are processed through Accounts Payable and will be directly deposited into the employee's ‘primary’ bank account associated with UAccess Employee. Employees may ‘opt out’ of their primary bank account associated with UAccess Employee by submitting an ‘Accounts Payable ACH Electronic Payment Authorization’ form located via Eforms. This will allow the employee to designate a specific banking institution or account to which their Accounts Payable/Travel reimbursements or advances will be deposited. Accounts Payable/Travel direct deposit reimbursement files are submitted thru a secure NACHA ftp process to the University of Arizona financial institution nightly and generally require two days to appear in the employee’s banking account.

A courtesy email notification will be sent to the employee of the pending deposit if the employee has an email address indicated in UAccess Employee.

Employee expense reimbursements issued prior to September 30, 2011 can be viewed electronically via the Information Service Web. Employee expense reimbursements issued after October 1st can be viewed electronically via UAccess Financials Disbursement Voucher document number

Time Limitation: The University is permitted to reimburse employees for business related expenses as a qualified tax-free payment under the “Accountable Plan” rules defined by the Internal Revenue Service (IRS) (Treas. Reg. §1.62-2). Those rules limit the qualified reimbursement to 60 days after the expense is paid or incurred. After the 60 days, the reimbursement becomes unqualified and taxable. Unqualified reimbursements will be paid through the Accounts Payable system and reflected in the employee’s wages through UAccess payroll system.

See the Comptroller's Corner for more information on the 60 Day Limit on Tax-free Reimbursements.

Employee Reimbursement – Complete an Expense Reimbursement Request form and forward to FSO-Operations along with the UAccess Financials Disbursement Voucher (DV) Cover sheet.

Travel expense reimbursements – Complete a Travel Expense Report and forward to FSO-Operations along with the UAccess Financials Disbursement Voucher (DV) cover sheet.

Routing – Complete the UAccess Financials Disbursement Voucher (DV) and print the DV Cover Sheet and send the Employee Reimbursement Request form OR the Travel Expense Report along with all supporting documentation for the expense to: FSO-OPERATIONS, UNIVERSITY SERVICES BUILDING , PO BOX 210158, ROOM 402, CAMPUS

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To reduce the need for obtaining reimbursements consider using these methods for expenditures: