What’s Changing: As of July 1, 2025, the deadline to submit expense reports in Concur has reduced from 182 days to 60 days to comply with IRS guidelines.
For travel reports, the 60-day clock starts from the trip’s end date. For non-travel reports, the clock starts from the transaction date.
Tax Implications: Reports submitted more than 60 days after the expense date, without an approved exception, will be treated as taxable income subject to applicable payroll tax withholding. Any imputed income will be reflected in the employee’s next pay period and an email notification will be sent to the employee.
Please note: All reimbursements will continue to be paid through Concur.
What Expense Report Submitters Need to Do
- Enter Trip Begin/End Dates for all travel expense reports
- Provide explanation in Concur for late reports:
- Travel reports: Add explanation in the ‘Notes to Approver’ field on the report header
- Non-travel reports: Add explanation in the ‘Comment’ field on each expense entry
- Reports will be returned to the submitter if the supplemental approver does not select whether the late submission qualifies as an approved exception. Submitters will be notified by email and must re-submit the report.
Quick Training: Watch this short video snippet for a walkthrough of new steps.
Additional Questions? Contact your school or center business office or BEN HELPS.
(This information courtesy Penn Almanac, https://almanac.upenn.edu/#update-summer-at-penn-v71-n37)