60-Day Safe Harbor - Expense Reimbursements

Mon, 30 Mar 2026 15:23:42 -0400
expense, harbor, reimbursement, safe

Effective immediately, UMBC Accounts Payable is implementing the IRS accountable plan for employee reimbursements to ensure compliance with federal tax regulations.

NON-TAXABLE: 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.

POTENTIALLY TAXABLE: Employee reimbursements that are business related and submitted for reimbursement more than 60 days after the date incurred, 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 -- Payroll taxes will apply.

PREVENT BEING TAXED:

1. SUBMIT legible receipts timely for any expense reimbursement.

2. RESPOND to emails from your administrators. If they are submitting expenses on your behalf and asking for more detail receipts, please respond.

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

Thanks for your cooperation.