Clarifications for Travel and other Expense Reimbursements for IRS Regulations

Posted: 2026-02-27 10:51:36   Expiration: 2026-03-13 10:51:36

PeopleSoft Finance was updated in January to flag expense report transactions that are more than 60 days past the date of the expense to assist in meeting the requirements of NDUS Procedure 806.1 for taxable expense reimbursements. 

Instructions can be used when you are submitting expense reports to reimburse expenses that are beyond 60 days.

Additional clarification items:

• Travel expenses paid before the travel occurs, such as airline tickets or registration fees to attend a conference, must be submitted for reimbursement within 60 days of purchase (but please try to submit within 30 days).  Do not wait to request reimbursement until after the travel occurs.   
• The “Submit” requirement of 60-days means the Employee has clicked the “Review and Submit” button within PeopleSoft to submit the expense report.  If you submitted your receipts to a delegate for entry, but you have not received confirmation from them that your expense report is ready to submit within PeopleSoft, please follow-up with your delegate to ensure they received the information prior to the 60 day deadline.
• In order to meet the 60 day deadline, please submit your expenses within 30 days of purchase to your Business Center, Accounting Service Center (ASC) Portfolio team or delegate to allow time to resolve any questions and ensure you are able to review and submit your expense report for approval in PeopleSoft Finance within the 60-day deadline. If not utilizing a delegate, please still try to submit directly into PeopleSoft within 30 days.

-- Academic Affairs: Kristi Steinmann