Your feedback is essential to helping us improve the website, Please complete at least one field before submitting your feedback, Accreditation, Authorization & Assessment, University Research Policies and Guidelines, Navigating Research and Instructional Technology, Global Academic Partnerships and Affiliations, Set Up Direct Deposit for Expense Reimbursement, Adding out of pocket expenses to an expense report (, Adding T&E card transactions to an expense report (, Creating an Expense Report Based on a Completed Trip Booked through Concur Travel/CTP (, Converting Foreign Currency Transactions (, Correcting and Resubmitting an Expense Report (. Booking at least 21 days in advance is encouraged, 30 days preferred, Any flight segment that has a scheduled in-air flying time in excess of 9 hours: Business Class, capped at $7,500. If preferred suppliers cannot provide the service required, the Procurement team must be engaged to negotiate agreements relating to fee schedules, bill rates, payment schedules and other terms. NYU dean sends students video of herself dancing to REM's - MEAWW Covid-19 - Wellfleet Student All NYU faculty, including visiting faculty; researchers, including persons participating in research at or under the auspices of NYU; employees; professional staff, including medical, dental, and nursing staff; volunteers; fellows, trainees, and post-doctoral appointees; students; consultants, vendors, and contractors. Questions? Consideration should also be given to the Accountable Plan Rules. (vi) Will the prospective Independent Contractor be providing the same services as those provided by an NYU employee? Please note that under this method receipts do not have to be collected. Where the request is not approved (including if a waiver is not granted), the Individual may not be classified as an Independent Contractor. Use of preferred suppliers is mandatory, and requests must be submitted utilizing the i-Buy system via the Temporary Staffing Request Form. This section of the Policy only pertains to reimbursing guests of the University. Certain expenses may be subject to specific procurement rules and requirements of the applicable Federal, State or local government. Many NYU students have been met with delivery delays and have experienced a lack of communication from Dorm2Dorm, which offers storage for students over the . Regardless of whether the following types of relocation expenses are paid directly by the University to the vendor or are issued as reimbursement to the employee, the University is required by law to include payments for these expenses as income for NYS/NYC tax purposes in the employees W-2 form and to deduct appropriate NYS/NYC withholding taxes on this income from the employees paycheck. We are excited to announce there is a NEWelectronic process for student reimbursements and awards, Albert SIS(must be connected to VPN to access). If an ENERGY STAR rated model of the office equipment is available, it should be selected. If you are a new Ph.D. student enrolling in the Graduate School of Arts and Science (GSAS) and were required to pay this fee, GSAS will reimburse up to $200.00. Where a School or Unit is seeking to retain an Independent Contractor, a representative authorized by the School or Unit must log into i-Buy NYU, and make the appropriate request to Procurement to add the prospective Independent Contractor to the system. An institution without walls, we draw spirit from our cities and their famous cultural institutions and professional opportunities. Connecting talented and ambitious people in the world's greatest cities, our mission is to be a top quality institution. Stern Budget Resources | Student Reimbursements - NYU Stern The Universitys current dining provider must be the vendor of choice for all catered events. In order to be considered an accountable plan by the IRS, expenses incurred by employees or independent contractors must have a business connection, the individual must adequately account to the University for these expenses within a reasonable time (60 days) and the individual must return an excess reimbursement or allowance within a reasonable time (60 days). (viii) Will the prospective Independent Contractor be managing NYU employees in their performance of regular work duties? Repeated or egregious violations are subject to other disciplinary actions. University Controller. A list of frequently used NYU Account Chartfields can be viewed here. PDF Student Reimbursement Instructions - Arts & Science Reimbursement Forms | NYU School of Law - New York University Travelers cannot switch between actual meal expenses and per diem on the same trip. Faculty Reimbursement Policies - New York University Student Expense Reimbursement Form (NYU Engage) This form is used to reimburse NYU students who have paid for items out-of-pocket for their specific student clubs. The Accounts Payable Department (or the counterpart at a global site through which the legal bill will be paid) will not allow payment for legal services unless the invoice has been approved for payment by OGC (or their delegate). Step 2: School or Unit Must Enter into An Honorarium Agreement. The completed agreement must be provided to Procurement as support for the creation and approval of a purchase requisition in i-Buy NYU before related services commence. Student expense reimbursement requests should be submitted to Accounts Payable using the Student Expense Reimbursement Form (EXP2000S). Unless otherwise noted, all content copyright New York University. When traveling by car, mileage reimbursement isnt always the most economical or safest choice. Travelers who incur excessive roaming or data charges as a result of not enrolling in an international plan or as a result of excessive personal use, will be responsible for reimbursing NYU for those charges. The Independent Contractor shall be paid for any and all services rendered through Accounts Payable and reported to the IRS on a Form 1099, in accordance with the terms and conditions of the applicable agreement. The preliminary questions include the following three inquiries: (i) Is the prospective Independent Contractor currently employed by NYU, or was the prospective Independent Contractor previously employed by NYU within the past calendar year? Individuals who request, approve or process reimbursements are advised to check applicable policies issued by their school, department, or unit, as they might be more restrictive than the University policy. Non-Permissible Expenses include, but are not limited to, the following: In addition to the above expenses, these items are never reimbursable or allowable: Effective Date The following sections of the document detail those expenses that are generally deemed permissible. Attendees should be limited to the new hire and immediate supervisor. Note: The Missing/Inadequate Documentation Report is intended to respond to valid, unavoidable instances where original receipts or appropriate documentation cannot be obtained or were lost. At times, a personal vehicle may be used in order to save time, transport equipment or reduce costs when several people are traveling together. Transaction Only one monitor, keyboard, and mouse are allowed per employee. NYU faculty and staff reimbursements are processed via the AP Workflow system. For parties of 5 or less, travel insurance can be purchased during the reservation process. Non-Permissible Expenses refer to those expenses that are not related to any activity of the University, are not required in carrying out an individuals task or responsibility at work, or do not benefit the University. Once submitted, you will receive a confirmation email with your Payment Request ID. Full-time NYU employee whose job requires that the employee is. For a cost to be appropriate it is also presumed that there is a valid business purpose, which is normally the responsibility of the unit to determine. 1. Individuals who use personal funds for expenses for which they will seek reimbursement from the University are advised to refer to the policy before they incur any expenses to avoid incurring costs that may not be reimbursed. Key elements of Tuition Refund Insurance include: Protection for the entirety of the semester Automatic payment of eligible sources of tuition funding that include savings, student loans, college savings plans, or other means. Expenditures for all legal services must be recorded solely in account. History: Revised: September, 2014, June, 2016 Individuals should take advantage of University discounts by book through preferred rental car services using the NYU Travel Booking Tool at all times. An integral part of Student Life at NYU Stern is the reimbursement process that is conducted for all expenditures carried out by clubs and the governing bodies. University Chief Financial Officer ^Request for reimbursements that Accounts Payable determines are taxable may not be processed through the Supplier Request Form for Guest Reimbursement. (v) Will the prospective Independent Contractor be retained for an indefinite period of time? Also required for reimbursement of business meal expenses is the substantiation of the meal itself as having a business purpose. NYU Chemistry Purchase Request (online form for requesting external vendor purchases via Pcard) NYU Chemistry Stockroom Request (online form for requesting internal stockroom purchases) NYU Chemistry Student Reimbursement Instructions (detailed instructions and policy info) Travelers cannot switch between these two methods on one trip; the method travelers choose applies to all expenses incurred throughout a trip. Flights from a state in the Pacific Time Zone Premium Economy is acceptable for red-eye flights or faculty teaching same day; All flights to a state in the Pacific Time Zone: Cost for Extra Leg Room allowed. This page contains resources for staff members.
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