Revision to Baylor's Travel & Entertainment Policies & Procedures effective July 1

June 30, 2014

Baylor University's Travel & Entertainment Policies & Procedures have been revised to be effective July 1, 2014.

The changes are primarily due to an IRS regulation that requires expenses which are not submitted for reimbursement in a timely manner to be subject to inclusion in the traveler’s/employee’s wages and reported as taxable income. Basically, the changes require:

  • For most travel and entertainment reimbursements, Expense Reports must be submitted to the Accounts Payable Office (individual travel) or Budget Office (group travel) within 30 days of the trip’s end date or date the business meal/entertainment expense was incurred.
  • For Study Abroad group travel, Expense Reports must be submitted to the Center for International Education within 45 days of the trip’s end date.

The revised Policies & Procedures have been approved by the University’s Executive Council.

If you have questions or comments on these revised Policies & Procedures, please contact Diann Davis in Financial Services, diann_davis@baylor.edu, or Lisa Hoxworth in the Budget Office, lisa_hoxworth@baylor.edu.