Hi everyone \u2013<\/p>\n
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.\u00a0 OSU\u2019s 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.\u00a0 Submitting reimbursements within 60 days enables OSU to comply with IRS rules so that reimbursements are not taxable.<\/p>\n
The change is that ASBC is going to begin enforcing OSU\u2019s 60 day policy.\u00a0 When reimbursements are submitted after the 60 day period we will communicate OSU\u2019s policy to the person claiming the reimbursement to ensure they are aware of the policy.\u00a0 If they submit another late request we will issue the formal Memorandum of Understanding (MOU) which is included in OSU\u2019s policy.\u00a0 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.<\/p>\n
If you are interested in reviewing OSU\u2019s policies and understanding why the 60 day limit is important for processing reimbursements, here are links to the relevant policies:
\nFIS 411.07:\u00a0 Travel Reimbursements\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 –\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 http:\/\/fa.oregonstate.edu\/fis-manual\/400-expenditures\/411-travel\/411-07-travel-reimbursements
\nFIS 407:\u00a0 Personal Reimbursements\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 –\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 http:\/\/fa.oregonstate.edu\/fis-manual\/400-expenditures\/407-personal-reimbursements<\/p>\n
I am sending this e-mail to be proactive and hoping to prevent any of your employees from receiving the MOU.\u00a0 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.<\/p>\n
Please let me know if you have any questions or concerns.<\/p>\n
Best Regards,<\/p>\n
Jackie<\/p>\n
Jackie Thorsness | Finance & Accounting Manager
\nArts & Sciences Business Center | cid:image001.jpg@01CF5951.F4D904C0 Oregon State University
\n2042 Cordley Hall | Corvallis, OR 97331 | Phone: 541.737.1307
\nE-mail:\u00a0 Jackie.Thorsness@oregonstate.edu
\nASBC website:\u00a0 fa.oregonstate.edu\/asbc<\/p>\n","protected":false},"excerpt":{"rendered":"
Hi everyone \u2013 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.\u00a0 OSU\u2019s policies for travel and personal expense reimbursements require that reimbursements must be submitted for payment within 60 days of incurring the cost… Continue reading