Travel & Expenses Home
Travel & Expenses
Overview
Business Travel and Expense Management play a vital role in advancing RIT’s mission. To support these efforts, RIT has established well-defined travel and expense policies that ensure responsible use of university resources while providing flexibility for a wide range of travel needs. These resources and guidelines are designed to promote transparency, accountability, and efficiency in the reimbursement process.
All reimbursements must meet the following criteria:
- Necessary, reasonable, allowable, and required for RIT business needs
- Prudent use of University, sponsor, and donor funds
- Legitimate business purpose with required documentation
- Assigned to the appropriate RIT general ledger account
Under RIT’s Accountable Plan, taxability of expense reports is based on how soon they are submitted after the expense date:
- Within 60 days: Reimbursement requests submitted within 60 days of the trip end date (or the date the expense was incurred for non-travel expenses) are non-taxable.
- 61–119 days: Requests submitted 61 or more days after the trip (or expense date) are considered taxable income. Payroll will withhold applicable taxes, and the amount reimbursed will be reported on your Form W-2.
- 120+ days: Requests submitted 120 or more days after the trip or expense date will not be processed.
Click here for more information about RIT's Accountable Plan
Contact Info
RIT Travel partners with the RIT Service Center (RSC) to ensure your travel-related inquiries are addressed promptly and efficiently. The RSC portal also includes a wide range of travel-specific knowledge articles to help you manage your day-to-day business needs.
- For general travel inquiries, please visit the RIT Service Center or call (585) 475-5000
- For travel reservations, contact one of the RIT Designated Travel Agencies
- For travel insurance and liability questions, contact RIT Global Risk Management