Faculty and Staff,
UNC Charlotte’s accountable plan, as established per IRS regulations,* requires employee requests for reimbursements to be made within 60 days after the expense is paid or incurred in order for the reimbursement to be excluded from the employee’s wages and not subject to withholding taxes. Previously, the University’s accountable plan had allowed 90 days for reimbursement. The revised 60-day requirement will begin effective July 15, 2015.
Requests for reimbursements such as those made on a Direct Pay Request (DPR) or travel reimbursement form made after the 60-day period will be included in the employee’s gross income and reported as wages or other compensation on the employee’s Form W-2. Note that travel reimbursements should be submitted within 30 days after the travel period ends.** Please contact the Travel and Complex Payments (TCP) department at firstname.lastname@example.org or 704-687-5650 if you have any questions concerning this policy.
*Treasury Regulation 1.62-2 (c-g) & (i)
**Per NC G.S. 138-6(c) and OSBM Budget Manual, Section 5.0.2