December 14, 2022
Get ready for the revised Business Expense Substantiation & Tax Implications procedures. Effective January 1, 2023, requirements for timely substantiation/submission of business expenses apply to Travel Card and Airfare Card transactions, as well as to employee out-of-pocket reimbursements.
- Beginning 1/1/23, if you do not document, attach receipts, and submit your trip expenses – including Airfare Card transactions (flights booked in Concur/CBT), Travel Card transactions, and out-of-pocket (personally paid) expenses – on an expense report in Concur within 90 days of the end of the trip, the full amount of the trip expenses will be reported as taxable income to you.
- Review any unsubmitted Airfare Card and Travel Card transactions in Concur now. This week (on December 15), the Procurement Service Center (PSC) is sending their monthly notifications regarding unsubmitted Airfare Card and Travel Card expenses older than 30 days.
- For any unsubmitted expenses related to a trip that ended on or before October 1, 2022: assign the Airfare Card/Travel Card transactions to a Travel Reconciliation expense report, add any relevant out-of-pocket expenses (e.g., per diem), enter the required business purpose and receipts, and submit the report in Concur immediately. These transactions will otherwise be over 90 days past the trip end date as of January 1, 2023, and the traveler/cardholder could incur a tax liability.
We encourage you to review the Finance Procedural Statement Business Expense Substantiation & Tax Implications. Questions? Use the feedback form at the bottom of the procedural statement webpage.