How can I avoid having my travel reimbursement added to my taxable wages on my W- 2?
An otherwise non-taxable reimbursement will not be added to an employee's W-2 if the TE/VR is properly submitted to the MAPS Office within 60 days of completing the travel and/or expense.
What happens if I submit my Travel Expense (TE) more than 6 months past the completion of my travel?
Per the Mines travel policy, a traveler may not be reimbursed for any out-of-pocket travel related expenses if the TE is submitted more than 6 months past the completion date of travel. The traveler must submit the TE with an explanation as to why the TE was not completed, approved, and submitted in accordance with University policy, and request an exception to the policy.
Exceptions are subject to Controller approval. If the TE is processed, any reimbursement will be added to the employee’s W-2 for tax purposes.
Can I claim actual costs for meals instead of using per diem rates?
No. Per the University Travel Policy and for IRS compliance purposes, the University has elected to use a standard cost method, per diems, as the basis for reimbursing travelers for meals and incidentals rather than the actual cost method. Daily or individual meal per diem amounts are the maximum a traveler may request. A traveler may elect to claim less than the approved daily rates as long as that amount is a variation of a per meal rate.
What do I do if my destination city is not listed in the per diem rates on the website?
For domestic travel:
If the destination city is not listed, look up the county and see if it is listed. If neither the city nor the county is listed, use the “Standard Rate” found in the link below.
https://www.gsa.gov/travel/plan-book/per-diem-rates
For international travel:
If the destination city is not listed, then it automatically defaults to the “other” amount listed at the end of every country’s per diems.
https://aoprals.state.gov/web920/per_diem.asp
What can I change after AP has reviewed the expense report?
No changes can be made but comments and attachments can be added.