October 28, 2025

Dear Arts & Science Faculty, 

We are writing to share an important policy update from NYU regarding both out-of-pocket reimbursement reports and NYU credit card reconciliations.

All reimbursement reports and NYU credit card reconciliations from last academic year (Summer 2025), must be submitted in Concur by October 31, 2025. Reports and reconciliations submitted after this date will be automatically treated as taxable income, unless a valid justification is provided via the new "late expense justification" process in Concur. An example of a valid justification is a medical leave. An invalid justification would be a misplaced receipt or a busy schedule. Accordingly, we strongly recommend that faculty submit any pending Summer 2025 reimbursement reports and card reconciliations as soon as possible.

For expenses incurred during the current academic year (Fall 2025), NYU has extended the timeline for submitting reimbursements from 60 to 90 days, due to changes in federal tax policy. 

Reimbursements submitted more than 90 days after the expense date or, for business travel, the trip end date, will be automatically treated as taxable income unless a valid justification is provided via the "late expense justification" process. The new 90-day policy takes effect December 1, 2025 (for example, an expense incurred on September 1st would be due by November 30th).

We strongly encourage faculty to submit their out-of-pocket reimbursements promptly. For faculty who receive administrative support, please adhere to internal departmental deadlines to allow sufficient time for staff to review and process submissions so that reimbursement reports can be formally submitted in Concur within the 90 day window.

Finally, NYU credit card reconciliations should be submitted at the end of every month, even when the purchased travel is in the future. However, if the credit card reconciliations are not submitted within 90 days, then these expenses may also be treated as taxable income to the card holder. The vast majority of card holders successfully submit their reconciliations monthly. However, we have reached out to a number of card holders who have been delayed. Please make every effort to submit on time in light of these changes.

Please email me directly if you have any questions or concerns about this policy change. 

Thank you,

Joe

-- 

Joseph C. Wright

Associate Dean, Fiscal Affairs

Arts & Science, NYU

joseph.wright@nyu.edu

212.998.7565 

---------- Forwarded message ---------

From: Gemma Cannings <gc2626@nyu.edu>

Subject: Travel and Expense Policy and Concur System Updates

Dear P2P Advisory Committee,

We are writing to inform you of important updates to the Travel and Expense Policy and Concur system processes. These changes are intended to continue compliance with IRS guidelines, address administrative challenges, and enhance the end-user experience.

Late Expense Submission Policy and Process Update

Policy Change 

Effective September 1, 2025, the threshold for submitting late expense reimbursements will be extended from 60 days to 90 days.

• Beginning September 1, 2025, expenses dated on or after this date that are submitted more than 90 days after the transaction date (Non-travel) or trip end date (travel) may be treated as taxable income unless a valid justification is provided.

Concur Process Update

Effective Monday, August 18, 2025, we are making the following configuration changes in Concur to support the late expenses entry business process:

• End users will be required to add a single $0 "Late Expense Justification" line item explaining the reason for the late submission for Level 2/Exception Approver review.

• Level 2/Exception Approvers will see a new custom field on the expense line to indicate if expenses should be excluded from imputable income reporting.

• Important: Late expenses will be included automatically unless the Level 2/Exception Approver selects the exclusion option on the expense line.

Concur PI Auto Approval Workflow Update 

During Concur’s initial implementation, expense reports submitted by Principal Investigators (PIs) on their own projects were set to bypass Department Administrator (DA) approval. 

The Grants, Gifts, and Investment Accounting & Compliance (GGIAC) Office has requested reinstating DA approval to strengthen internal controls and ensure that every expense charged to a grant undergoes a thorough compliance review for alignment with sponsor requirements, award terms, and University policy.

Reinstating the DA Approver in the workflow reinforces accountability, reduces compliance risks, and ensures accurate allocation of grant-related expenses.

If you have any questions regarding these changes, please reach out. Thank you for your attention to these updates and your continued partnership in ensuring accurate and compliant expense reporting.

Regards,

Gemma Cannings

Associate Vice President, Procurement and Payables

Available Resources

• End User Job Aide: Concur Late Expense Justification

• Approver Job Aide:  Concur Late Expense Justification Review
  
  

NYU Finance Operations and Treasury

105 E 17th Street

New York, NY, 10003 US

--

Joseph C. Wright
Associate Dean, Fiscal Affairs
Arts & Science, NYU
212.998.7565 

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