Post date: April 25, 2023

Dear Departments All -

Please see the important communication from NYU below. Please forward to team members and colleagues who process travel advances and reimbursements.

In sum, travel advances will be temporarily replaced in AP Workflow, effective May 5th. Users may continue to use the standard travel advance process through May 5th. 

After May 5th, users may process the transaction as a reimbursement. During this transition period, users may submit the travel reimbursement after the flight purchase and not wait until after the trip is completed to submit for reimbursement.  We ask that Departments track any cancelled travel as reimbursements paid for cancelled travel would have to be returned to NYU. 

Finally, the actual launch of Concur has been delayed to October 2023. Replacing advances is a required operational step prior to launch. 

NYU thanks you for your flexibility and support during this transition period.

Thank you,

Joe

--

Joseph C. Wright
Senior Director, Fiscal Affairs
Arts & Science, NYU

212.998.7565

Payroll Google Form  |  Fiscal Guide
 

Begin forwarded message:

From: Travel and Expense Project Team <itravel-and-expense@nyu.edu>

Date: April 21, 2023 at 9:17:11 AM EDT

Subject: Action Required: Submit Advances in AP Workflow by May 5

Reply-To: itravel-and-expense@nyu.edu



Dear Fiscal Officers, T&E Steering Committee, and T&E Process Design Team,

In anticipation of our migration from AP Workflow to the new Travel and Expense solution, powered by SAP Concur, in fall 2023, the NYU P2P team will be removing the Advance function in AP workflow on Friday, May 5, 2023, at 5pm. 

All outstanding advances that have been processed by this deadline will be paid.  Any advances that have been submitted but not approved by this deadline will be rejected and returned to the submitter. The submitter will need to re-submit the request as a reimbursement in AP Workflow.

Going forward in AP Workflow, until the Travel and Expense solution is live for your school or unit, all advances should be processed as reimbursements.

Existing advances in AP Workflow will require reconciliation. That will be a manual process that will be outlined in a future communication.

Please share this information with your school or unit to inform users of this upcoming change. If you have questions, please contact AskFinanceLink@nyu.edu. We appreciate your time and support of this project!

Thank you,
Travel and Expense Project Team