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Reimbursements

Reimbursements . On the Road Again. On the road again. Smooth and easy…. …or long and winding?. What you will learn in this workshop. Get comfortable with new Travel Policy related to Business Reimbursements

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Reimbursements

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  1. Reimbursements On the Road Again

  2. On the road again. Smooth and easy….

  3. …or long and winding?

  4. What you will learn in this workshop • Get comfortable with new Travel Policy related to Business Reimbursements • Understand when to use UD Credit Card and when to use Reimbursement Request in Works • How to successfully process Reimbursement Request

  5. Major changes in Travel Policy • UD Credit Card REQUIRED for all business travel • Per Diem allowed (for meals only) • First/last days of travel 75% • Mileage reimbursements – submit no later than 60 days after travel • Out-of-pocket expenses – reimbursement must be submitted no later 6 months

  6. University Travel Policy (3-07) Visit the Procurement Services website

  7. Per Diem – Cautions! • Once UD Credit Card is used for meals, you need to save receipts as required when using card • Know your destination’s per diem rate • Reimbursements for meal expenses capped at per diem rate • Per diem is total for trip

  8. UD and IRS “Accountable Plan” • UD Travel Policy based on IRS requirements • Allows non-taxable reimbursements to traveler • Use of federal per diem and mileage rates

  9. Travel Expenses for UD Credit Card These expense SHOULD NOT appear on a Reimbursement Request! • Airfare, trains, buses, rental cars • Lodging • Conference registration fees

  10. Expenses for Reimbursement Request(out of pocket expenses) • Per Diem for meals • Mileage, Tolls, Parking • Taxi / Shuttle • Tips • Other • Moving Expense

  11. Not appropriate as out-of-pocket travel expenses • Put on UD Credit Card: • Conference supplies • License renewals • Dues, subscriptions, memberships • Unallowable (personal expenses): • gym fees or spa treatments • movies or laundry • newspapers

  12. Reimbursement Request in Works https://payment2.works.com/

  13. Other Reimbursement Situations • Non-University employees: Travel reimbursements use Request for Payment to Individualwebform • Non-UD and Non-US Citizens: federal withholding tax required • SSN required • Billing for Professional Services (including travel reimbursement) must use Requisition/Vendor Payment Request webform

  14. Now you’re ready to go on the road again. Any questions?

  15. Reimbursements Jennifer Brown jbrownie@udel.edu 831-1476

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