Last year we were informed that travel reimbursements that are not filed within 60 days of the trip become taxable income, and hopefully everyone has been good about attending to this.

What we did not know at the time, and what was not clear from the information in the Purchases and Payment Handbook, is that ALL reimbursements past 60 days are taxable income to the recipient. This is not a Miami University policy, but rather a State of Ohio law. A revised Purchases and Payments Handbook will be coming out soon and it will clarify this fact. In other words, please make sure that all reimbursements are submitted as soon as possible, and definitely within 60 days.

This is also a good time to bring to your attention Section 1.02 of the Purchasing Policy which states, “it is specifically discouraged for employees to process requisitions for personal reimbursement of university supplies and/or services unless under the most extreme circumstances”

This means that faculty and staff should be using Purchase orders or a p-card for purchases and not making purchases themselves and seeking reimbursement afterwards, unless there are “extreme circumstances” that prevent them from doing so.

Please let Amy W. or me know if you have any questions.