February 3, 2006  

Travel Expense Report Submission Deadlines

As stated in the Stanford Administrative Guide 36.7 (Travel Expense Policy) dated December 15, 2005: Expenses submitted more than 60 days after completion of travel, or incurring the expense, will be reported as additional income to the individual, in accordance with Internal Revenue Service regulations.

Action Required

If you have business trips that occurred over 60 days ago but you have not submitted your expense reports, please submit them ASAP but no later than February 28. SLAC is providing a one-time grace period to allow travelers to submit their travel expenses that are over 60 days without the expenses being reported as additional income.

According to SLAC guidelines, expense reports should be submitted within 20 days of return from a business trip. Additionally, Stanford policy requires that travel expenses charged to the department American Express card be submitted within 3 days of return from the business trip.

Beginning March 1, expense reports that are received by the Travel Reimbursement Office after 60 calendar days upon return of business travel will be reported as additional income.

Contact: Alison Twombly, Travel Reimbursement, Ext. 4346, atwombly@slac.stanford.edu

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Last update Tuesday January 31, 2006 by TIP