Faculty Expense, Travel, Reimbursement

Travel is often reimbursed after the end of travel using SAP Concur. Accroding to NYU Travel and Expense policy, expense reports can be filed up to 90 days after the end of travel before the reibursmenet is otherwise deemed taxable income. 

If you are using university sponsored funds for research or other travel, please provide the department with the following:

Please include a cover sheet that details the purpose of the trip, the dates of travel and a breakdown of the expenses being reimbursed. This can be in the body of the email or as an attachment. Please also include personal travel dates, if applicable.

Please provide individual receipts for each expense for which you are requesting reimbursement. 

Faculty may submit reimbursements up to the amount in their research account or grant account balance. Please contact the Department Administrator, Adminsitrative Director, or Archive Manager with any account balance inquiries.

Proof of travel:

Proof of travel must be provided in the form of boarding passes/tickets. If you do not have the original boarding passes/tickets, please fill out a Missing Documentation Form to accompany your other receipts for reimbursement. 

Hotel/Lodging:

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.

If you booked outside of Concur, please include a screenshot of the price comparison. 

The university discourages use of but does allow the use of Airbnb. The daily room rate still applies. Please submit your receipt for the stay but you will not be insured or covered by the university, so you assume the risks. 

Conference:

If you are traveling because you are attending and/or participating in a conference, please include a copy of the program with your name and description of the panel/discussion if possible. You may also include a picture of your conference badge.

Foreign currency:

All expenses paid in foreign currency should be reported in U.S. dollars with the conversion calculation included in the supporting materials. 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.

There are situations where the department may also help faculty book directly by loading the card information directly into the Concur profile. Timely reconciliation of coporate travel card purchases by a CS staffer is a nonnegotiable (by the 4th of the month following), so please keep track of any reciepts you are emailed and forward those to the department administrator in a timely manner.

To use research or grant funds for non-travel expenses, such as books, equipment, tickets to festivals, meals, the expense policy still applies.

Please submit within 60 days of purchase.

The unviersity does not allow for use of auction sites like eBay. Please reach out to Ann Harris, Archive Manager, to see if direct purchase is possible using catalog punchouts for Amazon or to set up a vendor in iBuy.

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% of the pre-tax amount of the meal. 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.

Screenings:

Please contact Ann Harris to inquire about purchasing or renting a film for your class. It is helpful if you have a direct contact with a vendor or link to the distributor. All vendors must be paid via iBuy, so if they need to be onboarded, please allow a few weeks lead time.

If you plan to hire someone who is an NYU employee  (Faculty, Instructor, Teacher, or Admin, etc.), please note that this is paid via Additional Compensation and does not qualify for use from research funds:

Any NYU full-time employee 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 need to be hired by the department as a graduate student worker. Please refer to that section for instructions.

All other non-NYU affiliates will need to be onboarded by NYU iBuy and paid via  invoice, which may or may not require a contract. Please see the contract matrix. Faculty should ensure that funds encumbered by the contractor stay within their allowable budgets.