Reimbursement of Work-Related Expenses

A full-time faculty member may be reimbursed for approved, necessary, and reasonable expenses incurred while traveling from their home campus to another campus (or campuses) for the purpose of teaching or attending an authorized college meeting. A full-time faculty member’s home campus is the location to which the full-time faculty member has been assigned for budgeting purposes. Full-time faculty are assigned to either the Woodland Park Campus or the New York City Campus as their home campus. In order to receive travel reimbursement, full-time faculty members must submit their travel expenses on a timely basis and provide receipts appropriately documenting expenditures. Faculty members are not entitled to reimbursement for travel expenses to events for which the College provides transportation. Moreover, adjunct faculty members are not reimbursed for expenses associated with travel between campuses for meetings or classes.

The College has adopted the IRS Safe Harbor for a "reasonable period of time" to substantiate business expenses and/or account for travel advances under "accountable plan" requirements. A "reasonable period of time" is 60 days or less after incurrence. After 60 days incurred, the expense does not qualify for accountable plan treatment and must be treated as income to the faculty member.  

If a faculty member does not substantiate business expenses and/or account for a travel advance within a period of 60 days, the amount reimbursed will be treated as compensation, subjected to tax withholding, and reported on the faculty member's Form W-2. 

Complete requirements and procedures concerning expense reimbursement may be found on Berkeley 365 - Berkeley Apps - Certify-Travel and Expenses Report.