Post date: Jan 29, 2016 7:56:44 PM

Dear Department Chairs and Program Directors,

Following consultation with the provost and other university offices, we have developed the following guidance which clarifies existing policies regarding coverage of housing expenses using FAS institutional research funds.  

Thank you.

Randall

ANNOUNCEMENT REGARDING USE OF FAS INSTITUTIONAL RESEARCH FUNDS

The following guidelines are being issued by FAS administration to clarify acceptable uses of FAS institutional research funds for housing expenses during an approved sabbatical or research leave.

Please note that these guidelines are separate and apart from the policies while traveling on business (e.g. attending a conference, meeting with a collaborator on a research project or other short duration research trips) which do allow for housing, meals and/or per diem expenses.

Faculty may be reimbursed up to a maximum of 2 months per academic year from their FAS funded faculty research account for housing expenses provided that the expense meets the following requirements:

‐       External funding sources are unavailable to support the housing expenses, or housing expenses are an unallowable cost to be charged directly to the sponsored project .

‐       The housing expense is a necessary and required part of their research plans (for example, a visit to research archives) that have been submitted with the sabbatical and/or leave form and approved by the Dean when the leave was initially requested.

‐       The expense has a valid business purpose and meets the University standards for business expenses and expense reimbursement and complies with said policies.

‐       The location is not within commuting distance (at least 50 miles from NYU).

‐       The expense is for a reasonable amount that has been approved in advance by either the Senior Director of Fiscal Affairs or the Senior Associate Dean for Fiscal and Administrative Affairs for Arts and Science in consultation with the appropriate Divisional Dean.

Originally emailed by Randall Say on Oct 30, 2014

FISCAL PROCESSING

When paying for housing, it is strongly recommended to pay either via a 3rd party service (e.g., AirBnb/Vrbo) or to a management company (e.g., Related or Cushman & Wakefield).  Payments to individuals (e.g., checks payable to a person and not an entity) trigger tax reporting issues. Specifically, NYU would require an IRS form W-9 from the individual to confirm their social security number in cases when the individual is a U.S. citizen or permanent resident alien.