Travel (faculty, staff, students)
Process Description / Outline
Faculty, researchers and students do not require pre-approval from A&S for international travel when traveling for teaching or research
Full Time Faculty have exception thresholds for travel, including premium economy.
Department-Specific Memos
(each department should have a copy)
Administrators require pre-approval from A&S for international travel. Email fas.hr@nyu.edu for approval
Clerical & Technical staff are not eligible to travel domestically or internationally per NYU policy
Policy Guidelines
Per Diem & Meals
Travelers should claim actual meal and incidental expenses unless they are using per diem. Actual daily expenses claimed should be reasonable and appropriate and typically should not be more than $75 USD/day for domestic travel and $125/day USD for international travel. If per diem is being used, then travelers may claim up to the GSA M&IE rate for domestic travel and the US State Department rates for international travel. Per diem rates are programmed into Concur
The business meal caps in the NYU Travel & Expense policy do not apply while traveling given the per diem caps articulated above
Training Resources
iTravel is the preferred booking tool for travel
Access and Exception Requests
For business class travel exceptions, please email your Divisional Dean or Randall Say, Senior Associate Dean
FAQs
Can employees 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)
If a personal credit card is used, please note that reimbursement cannot be processed until after the trip is complete.
Do I have to use iTravel?
iTravel is preferred but not required. Please see the memo here for details
As a CTA cardholder, how can I safely share my card number with prospective travelers ?
CTA cardholders have a 'Travel Arranger' role in Concur. The Travel Arranger can add or subtract a CTA card number to an employee or student's iTravel profile for purchasing travel.
See the CTA Cardholder Responsibilities Google Doc for details
What is the nightly maximum for a hotel?
For international, $300 is the NYU nightly max (excluding taxes). For domestic, if booking outside of the NYU travel system, the GSA (General Services Administration) limits should apply. Email Joseph Wright, Senior Director, Fiscal Affairs for exception requests
When traveling using external grant funding (Funds 24/25), please stay within the GSA rates for all domestic travel and the Department of State rates for international travel.