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Course Activity Policies & Funding

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Gallatin Course Activities: Quick Guide

This guide covers course-related activities (field trips, guest lecturers) supported by the Office of Faculty Affairs. For other events, see Planning an Event from the Office of Special Events.

Class Activities & Outings

Gallatin supports off-campus learning. We have a small budget to support activities that are fundamental to your course.

Planning & Notification

Email Jason Yi (jason.yi@nyu.edu) before scheduling any off-campus outing (funded or not). Include a short description, proposed date, time, and location.
If you won't be present but students will be, send us their location and time.
For activities involving travel or student participation, request approval in your email.
This helps us advise on protocols and assist in health/safety situations.

Funding Guidelines

We can reimburse for course activities like trips, performances, or supplies. Fill out the Class Activity Funding Request form.

Submit requests at least 2 weeks in advance (earlier for purchases by Gallatin).
Please do not make any purchases until your request has been approved.
No reimbursement for food (some exceptions apply) or alcohol.
Not for independent studies/tutorials.
No funding for transportation. For significant travel, contact Academic Affairs early in the semester.
Most expenses are reimbursed. Submit original receipts to Sara Armstrong (saa9256@nyu.edu), following University reimbursement guidelines.
Submit reimbursements within 60 days to avoid taxable income.
Instructors must make all purchases; we cannot reimburse students.

Tickets for Performances/Tours

You can request funding for tickets if they're fundamental to your course.

Research availability/price yourself.
For non-sold-out events: 4 weeks notice.
For popular, sold-out events: first 2 weeks of semester.
Takes up to a week to confirm availability.

Requesting a Guest Lecturer

Gallatin has a small budget for guest lecturer honoraria.

Fill out the online Guest Lecturer Request form. Approval is required before inviting the guest.
Up to two guest lecturers per course per semester.
Compensation: $197.33 (75-min class), $293.35 (150-min class).
Lecturer must complete the Guest Lecturer Agreement before their visit.
You're responsible for ensuring they meet NYU's Visitor Information health and safety requirements (at least 2 weeks in advance).

When Lecturers Get Paid

NYU Employees: Paid through NYU Payroll (1-2 payment cycles after lecture). Full-time NYU faculty can lecture but aren't compensated.
Non-NYU Employees: Will receive an email from NYU i-Buy to register as a vendor. Payment usually within 3-4 weeks after documentation and lecture.

All class expenses, including guest lecturers, activities, and materials, must be pre-approved. No expense will be reimbursed without written pre-approval.

1. Off-Campus Class Activities

All off-campus class activities, whether funded by Gallatin or not, must be reported in advance. This allows us to advise on protocols and contact you in an emergency.

Action: Before scheduling, email Sara Armstrong (saa9256@nyu.edu).
Include: A brief description of the event, with the proposed date, time, and location.
Note: This applies even if you are not present but have directed students to an off-campus location for class.

2. General Funding & Reimbursement for Activities

Gallatin offers a small budget for course activities like museum trips, performances, or project supplies.

Funding Request & Deadlines

Request: Submit the Class Activity Funding Request form at least 2 weeks before your event. If Gallatin needs to purchase items for you, submit the request much earlier.
Reimbursement: After the event, submit original receipts to Sara Armstrong (saa9256@nyu.edu) within 60 days. After 60 days, any reimbursement is considered taxable income.

Key Guidelines

Purchases: Instructors must make all purchases. Students cannot be reimbursed.
Prohibited Costs: Funding does not cover alcohol or transportation.
Ineligible Courses: Independent studies and tutorials are not eligible for this funding.

3. Funding for Performances & Exhibits

You may request funding for tickets if the event is fundamental to your course.

Step 1: Research ticket availability and prices yourself.
Step 2: Submit your request to the Office of Academic Affairs.
Deadlines:
- Standard Events: Request at least 4 weeks in advance.
- Popular/Sold-Out Events: Request within the first 2 weeks of the semester.
Note: Approval may take up to a week after you submit the request.

4. Requesting a Guest Lecturer

You may request funding for up to two guest lecturers per course each semester.

Approval Process

Submit Request: Fill out the Guest Lecturer Request form before inviting the guest.
Await Approval: Do not finalize plans until you receive approval. Retroactive approvals are not possible.
Guest Agreement: Once approved, the guest must complete a Guest Lecturer Agreement before their visit.
Health & Safety: You are responsible for ensuring your guest meets all NYU visitor requirements well in advance.

Payment

Rates: Payment is fixed at $197.33 (75-min class) or $293.35 (150-min class). Full-time NYU faculty cannot be paid.
NYU Employees: Paid through their regular paycheck in 1-2 pay cycles.
Non-NYU Employees: Will receive an email to register as an NYU vendor. Payment is issued about 3-4 weeks after the lecture and all forms are complete.

For any questions, please contact facultyservices.gallatin@nyu.edu.

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