60-Day Safe Harbor - Reimbursements

Wed, 04 Mar 2026 11:52:40 -0500

PLEASE NOTE THAT ACCOUNTS PAYABLE WILL NOW PROCESS ALL EMPLOYEE REIMBURSEMENTS WITH DOCUMENTATION/RECEIPTS OLDER THAN 60 DAYS AS TAXABLE INCOME TO THE EMPLOYEE THROUGH HRSTM:

Accounts Payable is implementing the IRS accountable plan for employee reimbursements to ensure compliance with federal tax regulations. Employee reimbursements that are business related and submitted for reimbursement within the 60-day IRS Safe Harbor will be treated as non-taxable to the employee. Travel related reimbursement should be submitted through Concur, while non-travel reimbursements should be submitted through PAW on a payment request.

The PAW payment request (PR) process now includes questions related to employee reimbursement when choosing "Reimbursement" in the PR screen:

If the documentation or receipt shows that the goods or services being reimbursed occurred more than 60 days prior to the submission date, Accounts Payable (AP) will contact the requester to determine whether there are extenuating circumstances for the delay. If no extenuating circumstances apply, the AP professional will guide the requester on the process for submitting the reimbursement through payroll as a pay adjustment

Please direct any questions or concerns to Gayle Chapman at chapman@umbc.edu

We appreciate your cooperation in adhering to this important process change.