Faculty Reimbursement Policies

Basic Policies and Procedures

Please click the items to learn more about submitting reimbursements. You can view the full policy here.

PLEASE NOTE: All receipts must be submitted to the department within 30 days of purchase, or 30 days after the last day of travel. Receipts cannot be reimbursed after 60 days.

Submitting Your Receipts

  • Only original receipts will be accepted for reimbursement.
  • Receipts should be paperclipped together in date order, earliest to latest.
  • Any receipts submitted 60 days or more after purchase or last day of travel will not be reimbursed.
  • Faculty may submit reimbursements up to the amount in their research account or grant account balance. Please contact Abi Roucka at ar3198@nyu.edu with any account balance inquiries.

Additional Compensation

Any NYU full-time employee (Faculty, Instructor, Teacher, or Admin, etc.) performing a service for department/faculty, that falls outside the scope of their current job must be paid through an additional compensation request. The rate is negotiated in advance and the request is made to the Administrative Director by providing the following in an e-mail:

 

  1. Name and NYU ID number of individual
  2. Amount of Pay
  3. Dates of Service
  4. Number of Payments
  5. Source of funds

 

Examples of duties performed may include but are not limited to the following:

 

  • Guest lecture in class.
  • Translating or proofreading services for faculty research.
  • Curating an event for faculty/department.
  • Creating a webpage, designing a poster, editing music or video.
  • Researching.
  • Leading a workshop.

Graduate students do not qualify for additional compensation because they are not full time employees. The will need to be hired by the department as a graduate student worker. Please refer to that section for instructions.

 

Class Allowance

  • Please email Katie Adler at ka75@nyu.edu to obtain your class allowance balance.
  • Faculty should alert Katie on how they plan to spend their class allowance no later than three weeks into the semester, so that she may arrange ticket purchases, catering, etc.
  • Class allowance may be used for honoraria, food for class parties, tickets, class supplies, etc.

Business Meals

  • The budget office requires an itemized receipt for all business meal reimbursements.
  • Alcohol must be noted on the receipt.
  • Please note the reason for the meal, the names of all individuals present and their affiliations on the back of the receipt.
  • Tip amounts should not exceed 20%. Any receipt submitted with a tip over 20% will be partially reimbursed for the amount up to the 20% limit. Faculty will be responsible for covering the balance of the charge.

Travel

Basic Policies

  • Proof of travel must be provided in the form of original boarding passes/tickets.
  • The final hotel folio or itemized bill for lodging and expenses charged to the room is required to reimburse lodging expenses. When hotels do not include charges for a room in the hotel folio, as in cases when hotel accommodations were not arranged directly with the hotel but purchased online through another website,the printout of your online transaction will serve as appropriate documentation.
  • All expenses paid in foreign currency should be reported in U.S. dollars with the conversion calculation included in the supporting materials, stapled to the original receipt. Conversions must be calculated according to the day of purchase noted on the receipt, as currency conversions change daily.
  • Any fee paid for currency conversion is reimbursable and should be supported by the receipt provided by the establishment that processed the conversion.

Meals and Incidentals

Individuals who travel on University business are reimbursed for meal and incidental expenses they incur in two ways: according to actual, substantiated costs, or at an established “per diem” rate. Travelers cannot switch between these two methods on one trip; the method travelers choose applies to all expenses incurred throughout a trip.

Reimbursements based on actual sustained costs

When opting to be reimbursed based on actual costs, travelers are required to provide original, detailed receipts or other appropriate documentation for all expenses acquired throughout the trip.

Reimbursements based on per diem rate

Per diem only applies when overnight travel is involved. Per diem rates for meals and incidental expenses are outlined asfollows:

• The General Services Administration sets rates for travel within the 48 contiguous states.

• The Department of Defense sets rates for Alaska, Hawaii and U.S.Territories and Possessions.

• The State Department sets rates for International Travel.

When reporting meal and incidental expenses for reimbursement based on the per diem rate, you are required by the U.S. General Services Administration to prorate the meal and incidental expense allowance for the first and last day of your trip. The first and last calendar day of travel is calculated at 75 % of the locale’s per diem. A printout from the applicable website is required to support reimbursement using the “per diem” rate.

Group Tickets

It is best to purchase theater tickets either by P-Card or payment to the vendor via iBuy.  When purchasing group theater tickets, please always complete the Advance Request for Theater Ticket Purchases and send it to Abi for approval. Once the event has occurred, you must submit the Close Out form to Abi for final approval.

Let Abi Roucka know if you have any questions.

Honoraria

  • Guest speakers may not be an NYU employee.
  • Speakers must complete the W9 and submit to Abi Roucka at ar3198@nyu.edu.
  • Honoraria may take up to 6 weeks to process.

Missing/Inadequate Documentation

When the original receipts of expenses for which you are requesting reimbursement have been lost or cannot be obtained, you need to provide other documentation that may support the validity of your expenses.

Please complete and sign the Missing Documentation Form before submitting your reimbursement to the department.