The IRS allows employers to treat business travel and non-travel reimbursements as non-taxable as long as they are made as part of an accountable plan. In an accountable plan, travel and non-travel expenses must be adequately documented within a reasonable period of time. The IRS further defines 60 days as a reasonable period of time.

The University of Missouri's accountable plan allows non-taxable reimbursement of business expenses when they are documented and submitted within 60 days of the end of a trip. For more information about the accountable plan please refer to University of Missouri Business Policy 218.

The following is the process by which employees may be reimbursed for non-travel expenses when they are submitted too late to reimburse using the accountable plan:

• Prepare a Supplemental Accounting Voucher (UM 12). This must be signed by the employee and the employee's administrative superior. An individual authorized to approve expenses for the chartfield string charged must also sign the form. (Note: Do not enter a Non-PO Voucher into PeopleSoft Accounts Payable)
• Attach to the Supplemental Accounting Voucher an explanation of why the expenses are being submitted late, along with documentation (receipts, etc.) substantiating the expenses.
• Prepare an Additional Pay Form - APF (UM271) and attach the Supplemental Accounting Voucher form to the APF. Use "OTH" as the earnings code.
• Have an authorized signer for the chartfields charged sign the APF.
• Forward all these documents to Accounting/Fiscal Services at G3 Parker Hall.
• After the documents are reviewed, they will be forwarded to Human Resources to be paid in the next pay cycle. The APF and attachments will be placed in the employee's personnel file in Human Resource Services.