Dear Departments All -

Please see the policy changes below from NYU.

In summary, NYU has extended the timeline for submitting reimbursements from 60 to 90 days due to changes in federal tax policy. 

However, effective December 1, 2025, reimbursements submitted more than 90 days after the expense or trip end 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 would be a medical leave. An invalid justification would be a misplaced receipt or a busy schedule. Accordingly, we strongly recommend that departments establish internal deadlines that are significantly earlier than 90 days. 

Finally, for PI reimbursements on grants, these transactions now route through the Department Administrator (DA) for approval. 

Thank you for your attention to these updates and for your continued partnership in supporting timely and compliant expense submissions.

Thank you,

Joe

---------- 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
  
  

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New York, NY, 10003 US

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

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