Faculty Reimbursement Policies

Basic Policies

• Please include a cover sheet that details the purpose of the trip, the dates of travel and a breakdown of the expenses being reimbursed
• Please provide individual receipts for each expense for which you are requesting reimbursement. 
• Proof of travel must be provided in the form of original round-trip 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. 
• 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 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. 
• 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.
• Faculty may submit reimbursements up to the amount in their research account or grant account balance. Please contact our Administrative Aide at amb22@nyu.edu with any account balance inquiries.

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.

• 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.

• Please email our Department Administrator at nmc337@nyu.edu to obtain your class allowance balance.
• Faculty should alert Nicole 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.

• Guest speakers may not be an NYU employee.
• Speakers must complete the W9 and submit to the Department Administrator at nmc337@nyu.edu
• Honoraria may take up to 6 weeks to process.

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.