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Dear colleagues,
Please see the message below from university comptroller Karen Mahalo: effective today you will no longer need permission to submit late travel reimbursement requests (greater than 60 days post trip). Note that this change in university policy doesn’t affect the taxable liability for travel reimbursement requests submitted beyond the 60-day deadline.
Best,
Trisica
Trisica Munroe
Subject: Travel Reimbursement Process Improvement
I’m sharing the message below on behalf of Karen Mahalo before it goes out to our Concur user listserv and is posted on Viva Engage.
We’re excited to share an important update to our travel reimbursement process. This change is designed to simplify your experience and lighten administrative burden. This change does not alter the 60-day reporting requirement.
What’s Changing
Starting now, we no longer require approval for travel expense reports submitted over 60 days after a trip. These expense reports would normally be approved by the dean, vice provost, vice president, provost or president, or a designee. Instead, the Shared Services Center (SSC) will provide quarterly after-the-fact reports to college/unit leadership. These reports list all travel reimbursements submitted after the 60-day limit, ensuring transparency and accountability without needing approvals.
What’s Not Changing
The requirement to submit travel expense reports within 60 calendar days of returning from travel remains in effect. Reports submitted after this period may be considered taxable income and subject to IRS reporting and payroll withholding. For full details, visit the Expense Reporting page.
Thank you for your continued partnership as we work to enhance the service experience across campus. If you have any questions or feedback about this update, please don’t hesitate to reach out.
Sherry A. Guernsey, Executive Director
Cornell University, Office of the University Controller
Shared Services Center (SSC)
377 Pine Tree Rd., Ithaca, NY 14850
p: 607-255-9361
e: sag3@cornell.edu
w: https://finance.cornell.edu/ssc
SSC: shared-services-center@cornell.edu