Reimbursement & Honoraria Requests

Process Description / Outline

Reimbursements

1. iBuy or P-card/CTA should be used whenever possible. Reimbursements are a last resort

2. All reimbursements must adhere to NYU and A&S policy guidelines and require a business/teaching/research justification

3. Department Administrators may approve reimbursements up to $2,500. All higher dollar requests must be also approved by A&S Fiscal Affairs

4. All reimbursements must be submitted within 60 days of the expense date or return from travel date

5. iTravel & Expense (Concur) is the system used to submit all reimbursement requests

Honoraria

1. Employees (including faculty) are not eligible for honoraria. They must be issued additional compensation (plus fringe)

2. For administrator additional compensation, please contact Arts & Science HR (fas.hr@nyu.edu)

3. For faculty additional compensation, please contact Arts & Science Academic HR (fas.academic.hr@nyu.edu)

4. Payment requests for faculty may be submitted to Arts & Science Payroll via the Payroll Google Form

Policy Guidelines

• Travel & Expense Policy (NYU)

• Expense Reimbursement Policy (NYU)

• Faculty Research & Professional Development Fund Guidelines (FAS)

Training Resources

• iTravel & Expense (Concur)

• Approval Routing & Delegates

Access and Exception Requests

1. 1. Faculty meals and travel have special exceptions. Please see the memo here

   2. International travel for faculty, researchers and students no longer requires pre-approval (see details)

   3. Departments have specific exception memos that they should include with submitted reimbursement requests, when applicable. Please see the sample exception memo for reference. Specific memos have been sent via email 

FAQs

1. Please see NYU's FAQs for many answers

2. Can I request a travel advance?

   • iTravel (Concur) does not issue general advances for travel, for example to reimburse for flights purchased. Instead, travelers may request a Travel & Expense (T&E) credit card (see details)

   • iTravel is able to issue special cash advances prior to travel if cash will be needed during the trip (see details)

3. How do employees sign up for direct deposit for reimbursements?

   • Direct deposit for reimbursements is a separate process to direct deposit for salary. Please see the instructions here

4. How do I process a reimbursement for a Postdoctoral Fellow (542)?

   • Postdoctoral Fellows are neither employees nor students. Reimbursements must be processed through payroll via our FAS Payroll Google Form, after pre-review by your Departmental Fiscal Analyst

Process Description / Outline

1. Guest reimbursements & honoraria are processed through iBuy

2. iBuy for purchases or P-card/CTA should be used whenever possible. Reimbursements are a last resort

3. All reimbursements must adhere to NYU and A&S policy guidelines and require a business/teaching/research justification

4. All reimbursements must be submitted within 60 days of the expense date or return from travel date

Policy Guidelines

• Independent Contractor vs. Honoraria vs. Guest Reimbursement

• Travel & Expense Policy (NYU)

Training Resources

• iBuy

• Guest Reimbursements Tip Sheet

• Honoraria instructions

  1. Register payee in iBuy

  2. Submit payment request form 

Access and Exception Requests

1. 1. See the Tip Sheet for Guest Reimbursements 

FAQs

1. n/a

Process Description / Outline

Reimbursements

1. iBuy or P-card/CTA should be used whenever possible. Reimbursements are a last resort

2. All reimbursements must adhere to NYU and A&S policy guidelines and require a business/teaching/research justification

3. All reimbursements must be submitted within 60 days of the expense date or return from travel date

Honoraria (versus employment)

1. Students may be issued reimbursements and  honoraria/awards through Albert SIS

2. Honoraria cannot be issued if work was performed. In these cases, a payroll appointment is required. Please contact Arts & Science Payroll (fas.payroll@nyu.edu) for assistance in these cases

Policy Guidelines

• Travel & Expense Policy (NYU)

Training Resources

• Student Reimbursements (via SIS) 

Access and Exception Requests

1. 1. NYU launched an electronic process for student reimbursements through SIS. If your Department does not have access, then please contact your Departmental Fiscal Analyst for access 

FAQs

1. How do students sign up for direct deposit for reimbursements?

   1. Please see the instructions here