The purpose of this policy is to estabblish the rules for the University's accountable plan and outline for the tax treatment of cash advances and expenses reimbursements. The University does not reimburse or allow for donations to be made ona procard. Donations to any political campaign or party affiliation are strictly prohibited from a University fund source. Please consult the Tax Department prior to making any external donations over $250.
Please note that reimbursements to students do not generally fall under the University’s Accountable Plan unless a faculty member will attest to one of the following scenarios as being true:
- The travel directly supports a faculty member’s project or research program
- The travel is related to presenting or leading a session at a conference
- The travel is required to officially represent the University
The key point is determining the primary beneficiary of the travel. If the primary beneficiary of the travel is the student, it most-likely should be treated as a non-service stipend. If the primary beneficiary of the travel is a faculty member or other employee, it may be treated as an accountable plan business expense as long as the receipts are submitted within 60 days. Please e-mail firstname.lastname@example.org with specific questions.
The University offers tuition remission at the undergraduate and graduate level. This policy provides information on the taxation of tuition benefits.
A University-provided mobile device is considered to be part of an employee's gross income unless it is used primarily for business purposes. Immaterial and incidental personal use is permitted.
From time to time the University may enter into a Revenue Generating Agreement whereby the University agrees to provide certain services to an outside party in exchange for a fee. These agreements may typically involve research and/or testing related services but could also include facility charges. Such agreements may produce unrelated business income and/or private business use that require monitoring by the Tax Department.
Providing guidance to those departments wishing to give gifts to employees, non-employees and to those employees receiving gifts.
Departments should have the applicable form compelted, complete the Georgetown University Gift Form and maintain completed and signed forms in their University Department. A copy of the form should also be uploaded as a pdf with the online form submission:
1) FA 162-A Gift Receipt Form - To be completed by University Employees receiving a gift from an individual or entity other than Georgetown University.
2) FA 162-B Award and Prize Form - To be completed by individuals (who are not employees) receiving prizes or awards outside of Accounts Payable or Nimblify.
3) FA-162-C Gift Policy Payroll Form - To be completed by University employees given a gift with University funds.
Under the Internal Revenue Code, a motor vehicle provided to an employee by the University is considered a working condition fringe benefit and no portion of the value of the vehicle needs be included in the wages of the employee. However, if the vehicle is used for personal purposes, an allocation based on mileage will be used to determine the amount of personal use.
- Tax Treatment of Subsidized University Housing for Senior Administrators, Faculty, and Staff (FA 169)
The value of employer provided housing is generally treated as income meaning that the subsidized portion of the housing is taxable to the employee who receives the benefit under the Internal Revenue Code (the Code). There are certain circumstances in which the value of the subsidized portion of the employer-provided housing is appropriately excludable from income under the Code
The IRS requires that the receipt of any single cash payment or series of payments on a related transaction within a 12-month period that exceed $10,000 must be reported to the IRS. In the University setting, the most frequent payment of this type would be tuition. A single tuition payment or a series of payments exceeding $10,000 must be reported
Georgetown University has automated procedures that comply with Section 3121 (b) (10) of the Internal Revenue Code. This section provides an exemption from FICA tax for service performed by a student employeed by the university in which he/she is enrolled and regularly attends classes.
Under the Internal Revenue Code, qualified moving expenses are excluded from the employee's gross income. Qualified moving expense are defined as reimbursement for transportation of an employee’s household goods and personal effects, and the reasonable costs of travel and lodging (excluding meals) from the old location to the new one.
The provision of occasional Georgetown University athletic or other Georgetown University event tickets to an employee (to include complementary tickets offered to a department or employee) for personal use is excluded from the income of the employee. This policy also applies to complementary athletic or other even tickets which are occasionally used as gifts or prizes in contests. Regular use of athletic or other event tickets by an employee for non-business purposes will result in taxable income to the employee subject to applicable withholdings.
If you have questions related to University tax matters, please e-mail email@example.com
Independent Contractor Tax Questionnaire
In order to assist the Tax Department in determining whether a prospective vendor is an Independent Contractor or an employee, please complete the form below:
This form must be included with the contract package submitted to the Contracts Department.
Employee Mobile Device Tax Compliance Form
In order to verify that the primary use of any University-provided mobile device is business-related, complete the form below and submit it to the Tax Department.