columbia university reimbursement

The University prefers that entertainment be purchased through an approved purchasing mechanism or vendor where appropriate. The traveler is expected to obtain proof of payment for any expenses that require receipts (as outlined by our policy). Reimbursements submitted more than 120 days after the transaction daterequire Payee justification and Financial Approval. The employee should be aware of any tax implications. In some departments, an individual may prepare Expense Reports on behalf of other employees in their area. Use of Per Diems for Meals All expenses must be necessary and reasonable in order to conduct University business and must provide a clear benefit to the University. The following miscellaneous expenses are non-reimbursable. The frequency of such meetings and the related expenses must be reasonable and appropriate to the purpose of the discussion and the nature of the business conducted. The IRS requires employee / non-payee expense reimbursements to be reported within a reasonable period of time. For the business-related use of a personal vehicle, the employee will be reimbursed at a rate based on the Federal IRS approved highway mileage guides. Provides departments with the ability to control how their budgets are expended. The Federal Government will not reimburse certain expenses, termed unallowables and has set forth guidelines prohibiting these costs from being charged to Federal grants and contracts, either directly or indirectly. For more information on returning funds to the University click here. In cases where there is a discrepancy between this policy and a department, granting agency or donor policy, the more restrictive policy will apply. All expenses must be for a valid business purpose that is necessary and reasonable in order to conduct University business. If $600 or less, please note that gifts do not exceed $600 for the calendar year. Petty Cash Funds are limited to reimbursement of faculty, staff, and visitors for small expenses not to exceed $80 (taxi fares, postage, office supplies, and unexpected emergencies). Travelers must submit an Expense Report in Concur substantiating the amount, time, and business purpose of expenses within ten working days after the expenses are incurred. Should a department decide to approve expenses of this nature, departments may consider: Entertainment expenses for personal celebrations that will be reimbursed include: Entertainment expenses for personal celebrations that will not be reimbursed include: Approving Reimbursement for Employee Entertainment. Reimbursement for business meals that require attendance by an employees spouse, significant other, and/or dependent require Payee justification and Financial Approval. Please print and submit the conversion rates for the travel dates used. The Institutional Review Board reviews all proposed plans for reimbursement or compensation provided to subjects to ensure that such payments are not coercive or provide the potential for undue influence. This policy applies to any University employee or student who is seeking reimbursement for business expenses. Certain exceptions may be considered; however, such reimbursements must be in accordance with the IRS accountable plan and must include Senior Business Officer (SBO) approval. Examples of this may include notation of: If no proof of payment is available in this form, a debit or credit card statement may also be provided. We focus on several areas, including childcare, backup care, and schooling; housing and relocation; faculty spouse/partner dual career search; wellness; adult/elder care; and breastfeeding support. A department may choose to reimburse an individual other than employees and students for travel, including: These individuals must be informed of the Universitys travel policies in advance of their travel. airfare, deposits) or surcharges imposed due to cancellations or changes in travel arrangements only when required for business needs. Other Forms of Ground Transportation Please Note: If youve incurred a separate hotel/lodging deposit fee, use the Hotel/Lodging Advance Deposit expense type in Concur after the trip end date to be reimbursed for deposits. If a conference is held in a hotel where the rate exceeds these amounts, please attach the conference flyer identifying the location of the conference and the offered hotel accommodations. Requests for an advance should include a description of the circumstance that would require the advance and a brief budget of expenses. Reimbursements for authorized travel expenses such as airfare, hotel, and meals incurred during the recruitment process are not taxable to the prospective employee. For more detail, please see appendix A. We have more than 70 resources available to students on campus that are beyond just your medical insurance. Please Note: The expense date in Concur for travel and business expenses should either be the transaction date on the receipt or the payment date for the debit/credit card proof of payment. For example, if there are two non-stop flights both departing from the origin city around the same time and arriving at the destination city around the same time, the lower cost flight option would be considered a LLF. An employee may occasionally have to incur expenses for purchases of supplies or equipment when CU purchasing mechanisms are not available. If the professional dues are for an individual, the employee's University address should be used but we recognize that this may not be possible in all situations. This policy defines the circumstances under which a faculty or staff member can be reimbursed for business expenses incurred on behalf of the University. For the business-related use of a personal vehicle, the traveler will be reimbursed at a rate based on the Federal IRS approved highway mileage guides. Gifts of cash or non-cash items to non-employees may only be given where there is a valid business purpose, such as business development, recognition of an individual's efforts in support of the University, and the like. With very limited exceptions, travel must occur on US air carriers. Department of Mathematics at Columbia University - Reimbursement Guidelines A copy of the 501(c)3 exemption should be requested. In order to receive reimbursement for a conference fee, the traveler must submit a flyer or other literature describing the conference, a registration form, agenda or receipt for the conference fees. Chairs of Departments, Directors of Institutes and Centers, Divisional Administrators with financial responsibility and oversight, Junior Officers and Non-Officers with financial responsibility and oversight, Administrative staff with significant travel responsibility, the nature of each expenditure and the business purpose for University reimbursement, Completeness of documentation and accuracy of accounting. Responsible and accountable for the Expense Report and Advance vouchers that they approve, certifying through approval that the expense is: All requests for reimbursement must be approved by an individual with Approver Authority for their department(s). Solely personal travel that is not in conjunction with a Columbia business trip, may not be booked by Columbia affiliates or for family members or companions using Concur or via Columbias team of business travel counselors at World Travel. However, bookings may not be booked in Concur and must be booked over the phone via a World Travel Counselor. The University requires that travelers use the proper designated purchasing path to purchase supplies and equipment. When the advance is serving to fund programs or research start-up operations. If item was paid for with cash, please provide the receipt given to you and indicate you paid cash. Accounts Payable will review these charges on a monthly basis, and report to Payroll the relocation expense to be entered as imputed income on the individuals paycheck. Reimbursement for car rentals may be for sub-compact, compact or intermediate/mid-size classifications for individual travelers. These expenses must be supported by documentation, as they are subject to 1099 reporting if not supported. We are fortunate to have the privilege to learn from one another, and to study, work, and live together in such a dynamic and vibrant place as Columbia. For all travel (except for travel on a government grant), carrier selection should be influenced by price (and not by the travelers frequent flyer affiliation or other personal considerations). University Finance, Travel, and Expense - Columbia University However, the cost may not be charged to a sponsored project and must be charged to the appropriate account. Please Note: The expense date in Concur for travel and business expenses should either be the transaction date on the receipt or the payment date for the debit/credit card proof of payment. Business Meals are reimbursed on an actual basis and include: Except under rare circumstances, meals reimbursed or meals to be paid via invoice directly to the vendor should not exceed the following thresholds, excluding tips and tax: Senior Business Officer approval is required when business meal expenses exceed the individual pre-tip, pre-tax meal thresholds ($25 for breakfast, $35 for lunch, $75 for dinner) and the amount over the threshold must be segregated. This defines the circumstances under which a faculty or staff member can be reimbursed for expenses incurred for the entertainment of other University employees or third party guests. The Payee is responsible for completing the Expense Report in accordance with University policy and procedure. Under no circumstances will the University reimburse parking fines and moving violations on personal vehicle. Gas can be reimbursed when using a rental car. Examples are limited to fundraising, employee recruitment, trustee meetings,and recognition of a speaker. Certain exceptions may be considered; however, such reimbursements must be in accordance with the IRS accountable plan and must include Senior Business Officer (SBO) approval. If you need to book hotels/rentals in advance you should use the Corporate Card. Limit: Breakfast $25, Lunch- $35, Dinner- $50 (BEFORE tax and tip), Names of people eating if under ten people (over ten give number of people), Indicate if alcohol was purchased and how much money it cost. Meeting or conference fees will be reimbursed by the University. Departments that choose to reimburse spousal, significant other, and/or dependent travel without a legitimate business purpose should inform the traveler that the reimbursement for the non-employee travel will be taxable income to the employee and will be reported to the IRS. Travel and Business Reimbursement Guidelines The approval of the Expense Report in Concur certifies that the expenditures comply with University policy and that they represent appropriate use of departmental or grant funds. If renting from the designated University car rental supplier Hertz, or ANY car rental company in aninternational location only, the Loss Damage Waiver and Liability insurancemust be purchased. If the Financial Approver reports to the payee, the Financial Approver must insert an ADHOC approver such as the DAF or SBO. The University will reimburse employees / students for the costs of events involving faculty, staff, students or guests of the University of which a substantial purpose of the event is business entertainment. This helps to document why the expense is eligible for reimbursement and should not be considered as taxable income. should use Concur to process reimbursements. However, reimbursements submitted past 120 days from the date of the last expense are considered taxable income and may be taxed. The Visa Corporate Card does not include Liability insurance which must be purchased by the renter. Examples of this may include notation of: If no proof of payment is available in this form, a debit or credit card statement may be provided. When renting a car fromHertz, the Universitys preferred car rental supplier in the Continental US, including Alaska, Hawaiiand the District of Columbia,do notpurchaseLoss Damage Waiver (LDW) and/or Liability insuranceas the University has negotiated the inclusion of Loss Damage Waiver (LDW) andLiability insurance for University-related business rentals. Business entertainment includes events (such as theatre, sporting events, recreational outings) that are taken with guests, business colleagues, donors, students, employees, and prospective employees that are directly related to a University business purpose. Since the University is directly supported by students and donors, and indirectly by the taxpaying public, we must be a careful steward of these funds. Columbia University employees, students, and visitors can be reimbursed for valid business and research-related expenses. Use the below links for general guidelines, forms, questions, and online submission. There are numerous advantages to using a University preferred agency, including central pay for air and rail so that the traveler is not out-of-pocket for these expenses. Non-reimbursable expenses include (but are not limited to): If a business reason exists for any of these purchases, a policy exception must be requested. Any Columbia University student, employee or visitor can be reimbursed for valid business and research related expenses. The department should document the business purpose for which the individuals travel is being reimbursed. The University reimburses employees for meals during travel on University business. (To submit expenses, see Travel and business expense reimbursement below). Employees or students whose expenses will be charged to a sponsored project must also be familiar with the particular expense restrictions of that project. Travelers whose expenses will be charged to a sponsored project must also be familiar with the particular expense restrictions of that project. However, personal bookings of car rentals and hotels at negotiated rates may be made via the Columbia Visitors & Personal Travel Portal. All employees in the Department of Biological Sciences (including faculty, staff, postdocs, research scientists, etc.) Expenditures in excess of $2,500 that ordinarily require a Purchase Order will not be reimbursed without approval from Purchasing. Please use the Avg_Rate or Daily_Rate tab on the Reimbursement Form accordingly. A Form W-9 should be requested from the individual to document the Social Security number. Non-cash gifts with a fair market value above the de minimus benefit threshold of $100 are considered taxable by the IRS, and reported on an employees annual Form W-2. The University will pay for approved, necessary and reasonable business meal expenditures that are hosted by and paid for by a CU employee and include guests, business colleagues, donors, trustees, and prospective employees which results in a business benefit to the University. Personal travel may not be booked using Concur or via Columbias team of business travel counselors at World Travel. The traveler is responsible for documenting this exception on the Expense Report. booking platforms that allow renting from other car owners, may not be used and rentals booked via a car sharing company will not be reimbursed. In cases where there is a discrepancy between this policy and a department, granting agency or donor policy, the more restrictive policy will apply. Prior-approval must be obtained from the professor or department that is providing funding. The reporting of the advance as income to the IRS on the travelers annual Form W-2, Withholding of taxes on the advance from the travelers paycheck, Employee continuing to be responsible for clearing the advance in order to have this properly charged to the department. All University travel and business policies and procedures apply to individuals who are not University faculty, staff or student employees. In certain circumstances, it may be acceptable to reimburse the employee or student for funds expended on behalf of the University. In cases where there is a discrepancy between this policy and a department, granting agency or donor policy, the more restrictive policy will apply. For all other expense types, receipts must be provided if the expense is equal to or in excess of $50. Reimbursement of related expenses will require that business purpose is clearly documented. WHO IS GOVERNED BY THIS POLICY These types of entertainment expenses may not be charged to a sponsored research grant. The receipts/invoices for gifts must include: The approved purpose of the gift must be clearly documented. Reimbursement Guidelines for CU-Affiliates - Columbia University The traveler is also responsible for obtaining all proper documentation for each expense. Each outstanding travel advance must be reconciled before a new advance will be issued. The fair market value of non-cash items is the cost of that item in the marketplace.
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