Reimbursement

A new NYU Travel and Expense Policy (effective Oct 30, 2023) has been issued, with some significant changes intended to contain costs and promote the University’s sustainability initiatives. To that end, before booking travel, please consider more cost-effective and low-carbon alternatives, such as video conferencing. Highlights are provided below, but you are strongly encouraged to read through the full policy at the link above.

NYU BUSINESS TRAVEL POLICY HIGHLIGHTS

• All business travel should be booked through NYU Traveler, or through the Travel and Expense widget in NYU Home, or through the SAP Concur Mobile App on your phone. Any trips booked outside the above booking tools must be priced lower, and you will need to show a comparison (so check NYU Traveler first and print/save the quote). Please note the following exceptions:

  • Book with NYU Preferred Airlines over NYU Traveler to access NYU discounts. Booking at least 21 days in advance is encouraged, 30 days preferred. International flights over 6 hours allow Premium Economy.  See the policy for price caps.

  • Book with NYU Preferred Hotels over NYU Traveler to access NYU discounts. International hotel rooms should be less than $300 per night (without fees and taxes).

  • International Travel no longer needs to be pre-approved.

• M&I Expense Claims vs. Per Diem

  • M&I: If travelers wish to claim actual meal and incidental (M&I) expenses (instead of taking a per diem), M&I expenses for domestic travel should not exceed $75 daily, and for international travel no more than $ 125 daily. 

  • Per Diem: Travelers may choose to use government per diem rates (instead of claiming M&I expenses), but you cannot switch between the two on the same trip. For US cities and regions, use GSA.gov. For international travel, use rates set by the U.S. Department of State.

• Additional Guidelines

  • Travel between Boston, MA, and Richmond, VA should be by rail rather than air.

  • For local transportation, please use taxis, Lyft, or Uber; other car services are only allowed if Uber and Lyft are not available.

  • Travel insurance is allowed (trip cancellation, trip interruption and delay, baggage delay).

  • Tip guidelines: Skycap $2 per bag, porters/bell person $2 per bag, maid service up to $2 per day, meals up to 20%, car service up to 20%.

NYU BUSINESS MEALS EXPENSE POLICY HIGHLIGHTS

• Business meals must be directly related to University business. Please note the following:

  • When conducting business with one or more non-NYU affiliated guest(s), reasonable meals and entertainment expenses are allowable.

  • Only 4 NYU hosts with external guest(s) for lunch or dinner (excluding students) are allowed.

  • Meals during routine business meetings comprised solely of NYU employees are not reimbursable.

• Consumption Guidelines

  • Meals should not exceed $35pp for breakfast and lunch and $75pp for dinner, excluding tips and tax.

  • Alcohol places a significant legal exposure on the University; a limit of 2 alcoholic beverages per person max is the guideline. Consumption of alcohol for business meals and entertainment purposes should be kept to a minimum and must comply with University policy. 

• Documentation

  • Most senior representatives present for meals must submit the expense for reimbursement, which must indicate the reason for the meal.

  • A list of all attendees at business meals, including their affiliations, is required.

  • Details of what was consumed at meals is required, in addition to proof of payment (see Proper Receipts section below).

• Exceptions: Fiscal Officers can grant exceptions, if necessary. The exception authorization should be obtained in advance and submitted with the reimbursement request.

Requests for reimbursement must be made within 60 days of incurring the expense (or in the case of travel expenses, 60 days from the return from travel).  Expense reimbursements submitted after the 60-day window will be treated as taxable income to you, under IRS regulations. Expenses from a past fiscal year cannot be reimbursed (NYU’s fiscal year is from September 1 to August 31 of the following year).

It is important to be diligent in collecting the proper receipts. It is recommended that you capture your receipts using the SAP Concur mobile app, which delegates can then access. 

• Always have itemized receipts, clearly showing each item that was purchased or food items consumed. However, itemized receipts for meals are not required when requesting a per diem allowance (for travel only).

• When requesting per diem, you need to show proof of duration of your stay (flight itinerary showing all details, including arrival time, hotel, car rental  etc.)

• Receipts must show proof and the method of payment. Expenses made through third-party payment sites such as Venmo, Zelle, PayPal (paying individuals), and auction sites are not allowable.

• All online receipts/invoices need to show that items were shipped.

• Flight itineraries must include details showing the payment method and boarding passes to show proof of travel.

• Virtual conference receipts need to be submitted with proof of attendance.

• Business meals must indicate the reason for the meal, the names of guest(s), and their affiliation(s).

Missing/Inadequate Paper Forms

• In case of a missing receipt, or a receipt that is not itemized or does not include the method of payment, a copy of a credit card statement or bank statement can be added as proof of payment. 

• You will need to fill out a Digitally Signed Affidavit Form, which is accessible through the Expense Report in Travel & Expenses (Concur). This form should be used as an exception only and not the rule. Note that the missing/inadequate paper forms are no longer used.  

• The affidavite will need to be submitted before you can submit the expense report. Proxies/delegates cannot assist with the affidavit.

CLASS EVENT FUNDING

See Course Activity Policies & Funding for detailed information about course-related expenses. Please also note the following:

• Gallatin does not reimburse for the purchase of alcoholic beverages, and alcohol consumption among undergraduate students is prohibited.

• Gallatin cannot reimburse students for any purchases made for class activities; instructors must make all purchases themselves and submit receipts for reimbursement.

• Gratuities (if applicable) cannot exceed 20%.

MOVING EXPENSES

It is the usual practice of the Gallatin School to reimburse newly-hired, full-time tenured and tenure-track faculty for reasonable and documented relocation expenses. Contact the Assistant Director of Financial Operations, Gisela Humphreys (gisela.humphreys@nyu.edu).

RESEARCH OR PROFESSIONAL DEVELOPMENT FUNDING

Receipts and other documentation should be emailed to Ivy Garcia (ivy.garcia@nyu.edu) or Gisela Humphreys (gisela.humphreys@nyu.edu). Receipts should be attached as a PDF document, or you can collect your receipt images with the new SAP Concur app to upload to the Travel & Expense profile. You can also leave original receipts in the mailbox on the 8th floor of 1 Washington Place. 

PROFESSIONAL SERVICES

Before you engage any individual for services (editing, transcription, etc.), please contact the Assistant Director of Financial Operations, Gisela Humphreys (gisela.humphreys@nyu.edu).

• NYC law now requires all independent contractors be issued a contract for their services, and some might need to show liability insurance.

• Payments for services by individuals should be paid by NYU directly, due to tax laws.

• The contractor will need to be onboarded in the NYU iBuy system to receive payment.

• Contact Ivy Garcia (ivy.garcia@nyu.edu) or Gisela Humphreys (gisela.humphreys@nyu.edu) to start the process; this should be done proactively. Only approved individuals will be paid. We will need the legal name of the person or entity to be paid, a non-NYU email for the financial contact, and their phone number to start the process.

• Once approved, the individual should render an invoice made out to NYU Gallatin, indicating their full name, address, as well as the service(s) provided, the period of performance, and the amount due.

• If the payee is not a US citizen or permanent resident, additional documentation will be required.

Non-Permissible Expenses refer to those expenses that are not related to any activity of the University, are not required in carrying out an individual’s task or responsibility at work, or do not benefit the University. Non-Permissible Expenses include, but are not limited to, the following:

• Automobile repairs

• Child care

• Clothing and toiletry items for personal use

• Credit card annual fees

• Delinquency fees or finance charges on the NYU CTA Card or personal credit cards

• Dues in private clubs, including lounge memberships and entry fees

• Personal membership and club fees, such as airline clubs and personal Amazon prime account

• Expedited Traveler Screening programs such as TSA PreCheck, CLEAR, Global Entry or SENTRI or NEXUS

• Frequent flyer and other similar awards for hotel and car rentals

• Grooming services (haircuts and shoe shines)

• Laundry, and dry cleaning unless for extended business travel, per this policy

• Gym and recreational fees, including massages and saunas

• In-room movies

• Noise-canceling headphones

• Pet care

• Single-Use water bottles in conjunction with Water Bottle Purchasing Policy

• Telephone charges in excess of what is deemed reasonable for calls to home when on business travel

• Traffic violation penalties

• Upgrades (air, hotel, car, etc.) when traveling on University business

• Expenses that will be reimbursed from another source

• Any fraudulent expense

• Spousal/partner travel

• First-class airfare

• Personal membership and club fees, such as airline clubs and personal Amazon prime accounts

• Personal items included in a purchase of items to be owned by NYU

• Expenses that should not be paid using personal funds (e.g., independent contractor fees, stipends, cash gifts, etc.; these types of expenses should be charged directly to the University)

• Voluntary charitable contributions

• Any expense prohibited by law (e.g., University funds cannot be used for payments or donations to political organizations or candidates)

In addition to the above expenses, these items are never reimbursable or allowable:

• Drugs or illegal substances

• Firearms and ammunition

• Hazardous materials

• Political contributions

• Expenses made through third-party payment sites such as Venmo, Zelle, PayPal (payments to individuals), and auction sites