Hi everyone –

I wanted to give you a heads up about a change you will possibly see going forward related to Travel and Personal Reimbursements that are submitted late to ASBC.  OSU’s policies for travel and personal expense reimbursements require that reimbursements must be submitted for payment within 60 days of incurring the cost or within 60 days after the conclusion of the travel/field-work during which the expenditure was made and in the appropriate fiscal year for the expense.  Submitting reimbursements within 60 days enables OSU to comply with IRS rules so that reimbursements are not taxable.

The change is that ASBC is going to begin enforcing OSU’s 60 day policy.  When reimbursements are submitted after the 60 day period we will communicate OSU’s policy to the person claiming the reimbursement to ensure they are aware of the policy.  If they submit another late request we will issue the formal Memorandum of Understanding (MOU) which is included in OSU’s policy.  This MOU is signed by the claimant and their supervisor and documents their awareness and understanding of the policy and informs them that the university will not reimburse their late reimbursements in the upcoming two year period.

If you are interested in reviewing OSU’s policies and understanding why the 60 day limit is important for processing reimbursements, here are links to the relevant policies:
FIS 411.07:  Travel Reimbursements        –              http://fa.oregonstate.edu/fis-manual/400-expenditures/411-travel/411-07-travel-reimbursements
FIS 407:  Personal Reimbursements         –              http://fa.oregonstate.edu/fis-manual/400-expenditures/407-personal-reimbursements

I am sending this e-mail to be proactive and hoping to prevent any of your employees from receiving the MOU.  Thank you in advance for making sure this 60 day limit is communicated to your faculty, staff, students and anyone else for whom you process reimbursements.

Please let me know if you have any questions or concerns.

Best Regards,

Jackie

Jackie Thorsness | Finance & Accounting Manager
Arts & Sciences Business Center | cid:image001.jpg@01CF5951.F4D904C0 Oregon State University
2042 Cordley Hall | Corvallis, OR 97331 | Phone: 541.737.1307
E-mail:  Jackie.Thorsness@oregonstate.edu
ASBC website:  fa.oregonstate.edu/asbc