Beginning October 1, 2007, Travel Accounting will begin implementing business procedures to more fully comply with the IRS rule which requires travelers to substantiate (close) all open University trips within 60 days of completion of a trip.

We will not be able to accept paper forms after this date, if you need to attend training to gain access to the Travel Online System, please register for our training course.

If an employee-traveler does not file the required paperwork within 60 days, the amount of the Total Prepaid Expenses may be deducted from the employee’s paycheck.

It is our intent to make this implementation run as smoothly as possible over the next several months. Please be assured we will not deduct expenses from the traveler’s paycheck unless we have been unable to obtain the proper substantiation from that traveler.

We use the data within our system to send notifications to the department regarding which trips are subject to this action. So many of you will begin to see emails addressed to both the traveler as well as the preparer of the travel documents.

To “close” trips where there are prepaid expenses, (airfare, conference fees, hotel, cash advances, or early reimbursements) a Final Reimbursement request should be submitted with proper signatures and original receipts.

To “close” cancelled trips, submit the required information on the Close a Cancelled Trip Form.

To avoid notifications to the traveler regarding the 60 Day Rule, submit either the Final Reimbursement or the Cancelled Trip form within 20 days of the return date.

If you would like more information regarding how to close an open trip, or what is required for substantiation, please refer to the FAQ information published on our web page.