1. Your organization spends money ($) and submits paperwork and receipts to be reimbursed.
a. In order to receive cash back immediately from Accounts Payable, receipts cannot total over $150.
b. If amount is over $150, reimbursement is in the form of a check from Accounts Payable. Checks take roughly 2 weeks to be delivered.
c. If you use a credit card or debit card you must submit the original receipt along with proof of payment through a printed version of your online statement with the charge highlighted. You can black out other transactions if you wish to keep them private.
2. Submitting receipts and paperwork correctly.
a. All receipts need to be submitted with an EXP2000S form. Please schedule a time with Caroline Papocchia for your first reimbursement submission.
b. EXP2000S forms and receipts are submitted to Caroline Wolfe Papocchia, Assistant Director of Student Affairs, by turning the paperwork in at the front desk to await signature.
c. If the amount is $150 or under, signed forms and receipts can be picked up from Caroline and taken directly to the Bursar (383 Lafayette Street) for reimbursement.
d. If the amount is over $150, signed forms and receipts will be submitted to Accounts Payable directly by Caroline. Accounts payable will mail the reimbursement check to the address supplied on the EXP2000S form by the organization.
e. Receipts accompanying the EXP2000S form should be taped, NOT stapled, to a white blank piece of paper. If including online statements, do not staple together, paperclip instead. We have supplies here for your use.
f. Fill out entire EXP2000S form EXCEPT for section 9. Caroline will complete section 9 for you.
3. Exceptions: UNAPPROVED VENDORS
a. Staples. NYU Accounts Payable will not reimburse purchases made at any Staples store.
4. Exceptions: PAYMENT TO INDIVIDUALS.
a. When paying individuals for services performed, the individual cannot be a current NYU student who has an on-campus job.
b. Similarly, if the individual has been paid by NYU this academic year (September – May), the individual cannot be reimbursed. This includes all faculty and staff.
c. Individuals rendering services must submit an invoice with their name, address, social security number, phone no., invoice #, date, type of work performed, and total cost included.
d. A current NYU student who is not accepting a paycheck in any way during the academic year from NYU can also be reimbursed without hindrance.
e. Similarly, if an individual is non-NYU affiliated but has not received any compensation from NYU during the current academic year, they can also be employed without hindrance.
Deadlines: All projects must be completed and receipts turned in by April 23, 2018.