1. USF Health Radiology
Reimbursement Policy

2. Reimbursement Checklist & Travel Preapproval Form
Completed travel preapproval form submitted 30 days prior to departure
USF Attending/Faculty must be listed on this form
Conference abstract acceptance letter/
Must show your name as first author
Draft of Manuscript to be submitted for publication (excluding radiology committee meetings, e.g. FRS or ACR)
Include all author names with this document
Contact Candice Kunkle or Tracy Colley to request conference leave: or

3. Travel Reimbursement Conference registration and proof of payment
Concur Links:
Concur/AAA Registration
Concur/AAA Website
Concur/AAA User Guide
Travel Reimbursement
Conference registration and proof of payment
Airfare - Confirmation/Summary and proof of payment (if driving to conference, mileage will be reimbursed)
Foundation: Book flight through any vendor; 3 comparable flights are required
Comparable flights:
Depart from and return to airport must be TPA
Departure date and return date must not be more than 1 day before conference start date and 1 day after conference end date
GME: AAA/Concur must be used to book airfare, comparable flights not required (links above)

4. Travel Reimbursement
Baggage Fee – Original receipt required and proof of payment
Hotel - Detailed invoice and proof of payment
Conference hotel or less expensive
Taxi – Original receipt required and proof of payment
Must include business purpose with each trip (ex. Airport to Hotel)
Manuscript publication submission confirmation
Publication acceptance letter/ (if available)

5. Non-Travel Reimbursement
FY18 Reimbursement Policy
Non-Travel Reimbursement
Original receipt and proof of payment
Expense business purpose if reimbursement is not included in the Radiology Reimbursement Policy FY18 memo (policy above)
Save all original receipts for travel and non-travel reimbursements
Reimbursements typically take 30 – 45 days to receive

6. Taxable reimbursements
Certain reimbursements are considered taxable benefits by the USF Controller’s Office and paid as supplemental income
These reimbursements will be processed through USF Payroll and taxed at your personal income tax rate
Applicable Taxes:
Federal Withholding estimate 15% – 25%
Medicare 1.45%
TERP 7.5%

7. Taxable reimbursements
Reimbursement Description
Taxed
Education related materials/resources (Book Fund)
Yes
Annual American Board of Radiology (ABR) membership dues
Florida Medical License fee reimbursements
USMLE Step III fee reimbursements
AIRP reimbursements (PGY-4) No
All approved conference travel presenting information while representing USF Health
Resident review course travel for board preparation (PGY-4)

8. Taxable reimbursements
Federal Withholding is withheld each pay period as an estimate of your annual tax liability. When reimbursements are processed through payroll, you experience increased pay which will effect your Federal Withholding tax rate
Monthly Pay Example 1
Monthly Pay: $5,000
Annual Pay Calc: $60,000
Federal Tax rate is calculated on a $60,000 annual salary
Monthly Pay Example 2
Monthly Pay: $5,000
Reimbursement: $1,000
Annual Pay Calc: $72,000
Federal Tax rate is calculated on a $72,000 annual salary which will effect your Federal Withholding Tax Rate

9. Taxable reimbursements
Taxable reimbursements will reflect as income on your year end W2 from USF
If your USF contracted salary is $60,000 and you had $2,000 in taxable reimbursements, your taxable earnings on your W2 will reflect $62,000 taxable earnings
Over or under payments of Federal Withholding taxes will be reconciled when you file your annual Federal Income Tax Return (these payments will effect the size of your tax return/liability)

10. Reimbursements
All reimbursements require original receipts and proof of payment such as a copy of the credit card or bank statement reflecting the charge(s)
Proof of Payment must show:
Your name
Financial institution
Last 4 digits of account
Fully processed transaction
Some financial institutions do not show all the necessary information on the transaction detail. To tie your name to the account you may submit a picture of the credit/debit card used showing your name and the last four digits of the card number along with the transaction detail (see example on the next slide)

11. Reimbursements

12. Helpful Hints
Save/Print to a PDF and attach the document or webpage to your reimbursement request
When printing, change the printer to Adobe PDF
Submit requests in as few s as possible by attaching s instead of forwarding s
Drag and drop all s related to your reimbursement in one and then send
Feel free to call or me with any questions
Knowing what is or is not acceptable prior to submitting for travel or reimbursement will make the process more efficient with fewer exchanges and a faster reimbursement.
Reimbursements will take roughly 30 – 45 days
Parties involved: Department / MCOM Business Office / USF Foundation / Payroll

13. Go be Incredibull!