USF Health Radiology Reimbursement Policy

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/email 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: ckunkle@health.usf.edu or tcolley@health.usf.edu

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)

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/email (if available)

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

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%

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)

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

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)

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)

Reimbursements

Helpful Hints Save/Print to a PDF and attach the document or webpage to your reimbursement request email When printing, change the printer to Adobe PDF Submit requests in as few emails as possible by attaching emails instead of forwarding emails Drag and drop all emails related to your reimbursement in one email and then send Feel free to call or email 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 email exchanges and a faster reimbursement. Reimbursements will take roughly 30 – 45 days Parties involved: Department / MCOM Business Office / USF Foundation / Payroll

Go be Incredibull!