Accountable Plan Quick Guide

Reimbursements 

Travel expenses paid for with personal funds must meet the criteria listed in policy FIN-TRV-01: Travel to be reimbursed. Visit the Reimbursing Travel documentation page to learn how to submit a reimbursement.

The table below describes how a travel reimbursement will be processed based on the date the expense report is submitted. The traveler is responsible for the tax impact of taxable travel reimbursements.

IU-prepaid travel reconciliation

IU-prepaid travel is booked through Egencia, a Designated Travel Agency (DTA), or purchased with a student group travel Meeting Card. Common expenses include flights, lodging, and car rentals.

IU-prepaid travel expenses must be reconciled in Emburse Enterprise. Visit the Reconciling Prepaid Travel documentation page to learn how to complete this process.

The table below describes how an IU-prepaid travel expense will be processed based on the date the expense report is submitted. The traveler is responsible for the tax impact of taxable IU-prepaid expenses.

Guest travel

Travel reimbursements issued to, and IU-prepaid travel booked on behalf of, guests are subject to the allowability and timing requirements described above. Guest travel expenses submitted 61 days or more past the trip end date are taxable to the guest. Guests must complete the BUY.IU supplier registration process to receive taxable travel reimbursements.

Visit the Review a Guest Profile in BUY.IU page to learn more about this process.

Procurement cards, called P-Cards for short, are IU credit cards used for non-travel purchases. These IU-prepaid expenses must be reconciled in Emburse Enterprise.

The table below describes how a P-Card charge will be processed based on the date the expense report is submitted. The purchase requestor is responsible for the tax impact of taxable P-Card purchases. Review the Purchase Requestor video to learn how the purchase requestor is defined.

Non-travel out-of-pocket business expenses must meet the business connection and substantiation requirement criteria defined in policy FIN-ACC-620: Expenses and Reimbursement Under the Accountable Plan to be reimbursed. Visit the Reimbursements documentation page to learn how to submit an out-of-pocket reimbursement report.

The table below describes how a non-travel out-of-pocket reimbursement will be processed based on the date the expense report is submitted. The individual being reimbursed is responsible for the tax impact of taxable reimbursements.