Pennsylvania State System Travel Regulations, in conformity with the Internal Revenue Code, require that travel reimbursements be made within 60 days of the end of the travel. Any reimbursements made after that time period must be reported as taxable
income to the employee and included on the employee’s W-2 as compensation.
Effective immediately for all travel ending on or after January 1, 2015, reimbursements issued more than 60 days after the end of the travel will be added to the traveler’s compensation and reported on the traveler’s W-2 for the appropriate calendar year.
Accordingly, please ensure all your Travel Expense Vouchers are submitted to the Travel Office no later than 45 days after the end of your travel to allow sufficient processing time prior to the 60-day deadline.
There are a few steps you can take to help prevent your travel reimbursements from becoming reportable as taxable income: