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As with other taxable wages, estimated income taxes will be deducted from the employee's payroll for the item purchased and recovered using an ERB based on the employee's current tax settings. To help offset the amount of tax that will be deducted, an automatic 25% bonus will be added to all ERB submissions. For example, an ERB submission for a $100 expense would result in an ERB of $125 to account for the estimated taxes associated with this taxable bonus. Employees may opt - out of the 25% bonus for estimated taxes by selecting to exclude the tax bonus in the expense submission. 

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For all Reimbursements and ERBs, requests must be received within 60 days after the end of the month in which the expense is incurred. An expense is incurred when an item is purchased or, in the case of pre-payment for travel, when the travel actually occurs, as long as both the payment date and travel date are listed on the receipt for documentation. 

Late submissions beyond this timeframe require an exception request. Late submissions are not guaranteed reimbursement to be approved and will be considered case-by-case. The exception request late expense submission must include a valid reason for the late submission and supervisor approval.

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If the criteria for determining a permissible expense are not met on the original submission, the expense may be resubmitted on a new submission form with the corrected information (in the event it was due to insufficient documentation), or an appeal may be submitted through an exception request if the reason for denial was related to other criteria that require director review for approval.

Non-Employee Expenses

These are submitted expenses but not connected to full-time/part-time Reliant employees. Read the options below for more details on the different expenses submitted. 

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