We are excited to announce there is a NEW electronic process for student reimbursements and awards, Albert SIS (must be connected to VPN to access). For eligible employees, mobile hotspots can be made available with the mobile line to allow connectivity to other NYU-owned devices (i.e., laptops). For administrators processing these transactions, please see the Student Reimbursements Tip Sheet for Administrators. Learn more about AP Workflow. Unless otherwise noted, all content copyright New York University. Where the request is not approved (including if a waiver is not granted), the Individual may not be classified as an Independent Contractor. If all three conditions are met, the reimbursement can be excluded from the individuals taxable income. The membership, dues or fees serve a business purpose for the entire department or University beyond the individuals position and is not duplicative. 2023 Leonard N. Stern School of Business, Recruiting, Organizations, Collaborations, Organize receipts by expense category and then by date, All reimbursement requests must be submitted within, If original receipt(s) are not available or unreadable, please fill out a. Were excited to announce that student expense reimbursements and other payments (e.g. Please review the Signature Authority Policy and the Delegation of Authority (which details the signatory approval structure established in each school, or unit) for more details. Limits on Team Building costs should adhere to the thresholds provided in the Meals section on a per person basis for food and drink. As part of the registration, the Honorarium recipient must review and, if accurate, certify the answers that the School or Unit provided in response to the preliminary questions (i)-(ii) above. Being at the forefront of their disciplines, our faculty shape the understanding of an enormous range of academic fields. What is a Travel Advance at NYU? Our world-class students, faculty, and scholars expect high achievement in pursuit of engaging the world's diverse challenges. Also required for reimbursement of business meal expenses is the substantiation of the meal itself as having a business purpose. Receipts for expenses related to the use ofprivate vehicles for University business such as those issued by toll stations orparking facilities. NYU Travel and Expense Policy: This policy is intended to ensure proper stewardship of University funds . All rights reserved. These questions are designed for the purpose of further determining whether an Individual may be properly classified as an Independent Contractor under applicable law and guidelines. Please refer to the tip sheet below. (This section does not apply to Honorarium recipients; for such arrangements, please see Section II below.). This process includes satisfying the requirements set forth in the subsections below. Instead travelers may use personal cards, corporate travel cards, or NYU CTA Cards. Effective Date History: Revised: March 2012, September 2014, June 2016; June 25th, 2018; Once submitted, you will receive a confirmation email with your Payment Request ID. A cost may be considered reasonable if the nature of the goods or services acquired, and the amount involved therefore, reflect the action that a prudent person would have taken under the circumstances prevailing at the time the decision to incur the cost was made. Registration receipt, which should show name, date, venue, and registration cost for conference or seminar. a) Based on actual substantiated costs when opting to be reimbursed based on actual costs of each meal, travelers are required to provide detailed receipts or other appropriate documentation for all meals taken throughout the trip. 2. Per NYU policy, a P-Card may not be used to book travel unless the school or unit has prior authorization. University Chief Financial Officer For Covered Arrangements performed or taking place outside of New York, the District of Columbia, or California, please consult with Procurement and/or the Office of General Counsel for the appropriate process and procedures. Dec 9, 2019 These expenses may be reimbursed when University and government requirements are met (see the Expense Reimbursement Procedure of the University or specific guidance). Any trips booked outside of the NYU travel booking tool for air, rail or hotel must be priced lower than if the NYU travel booking tool had been used. Events such as training, professional development, hosting speakers and guests, workshops and conferences are examples of events where business meals may be a reasonable expense. This process will be introduced across campus on a rolling basis, and started March, 2020. For cost as well as sustainability consideration, re-using equipment and furniture must be considered first. How do I view my bill? Would you be confident if the cost was selected for audit? The representative must answer the following two preliminary questions in i-Buy NYU, and follow the instructions set forth below if the answer to either question is Yes.. This policy is to ensure that employees who incur valid business expenses are reimbursed in a fair and equitable manner; that business expenses are reported, recorded, and reimbursed in a consistent manner throughout the University; and that the University complies with all applicable federal, state, and local rules and regulations. Make a payment. Gratuities for meals are deemed part of the meal cost and will be reimbursed by the University provided these are reasonable (do not exceed 20% of total meal cost). Registration requires that a prospective Independent Contractor provide an overview of company/business details; address, location, and other contact information; certain insurance information; payment and tax-related information, and other additional information. In order to be paid directly by the University or reimbursed to an individual, a business expense must be: An expense is necessary if there is a valid business purpose required to fulfill the mission of the University. Navigating the financial realities of a college education becomes much easier with careful planning and guidance. Conflict of interest is defined as a situation in which a University official, faculty, staff, or any of such persons family or associates either has (1) an existing or potential financial or other material interest that impairs or might appear to impair that persons independence and objectivity of judgment in the discharge of responsibilities to the University, or (2) may receive a financial or other material benefit from knowledge of information confidential to the University. The purchase of reasonable trip cancellation insurance coverage for visitor and employee business travel is permissible subject to the approval of an employee authorized under the University Signature Authority policy. Please note: Most of the content in this area of the site is stored in Google Drive. When holding events where alcohol is present a guideline of no more than two alcoholic beverages per employee on average should be followed. This page contains resources for staff members. 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. Appropriate in that the expense is suitable and fitting in the context of the valid business purpose. Step 1: Financial Aid Guidelines Step 2: Critical Financial Aid Steps Step 3: Review your financial aid package Step 4: Submit your enrollment deposit Step 5: Learn about financial aid Step 6: Register for classes Step 7: Accept your financial aid Step 8: Review your bill Step 9: Set up payment Step 10: Confirm due date (vii) Will the prospective Independent Contractor be required to attend NYU employee meetings other than to get background project information or to give project reports? Contact, New furniture for administrative and academic space should conform to the. Payment of the honorarium will be made through Accounts Payable (except as noted above) within 30 days of the successful completion of the Honorarium activity and registration process in i-Buy NYU. Our provider efforts help increase quality of care and lower medical costs for Wellfleet Student members. Connecting talented and ambitious people in the world's greatest cities, our mission is to be a top quality institution. Check the policy of your school, department, or unit as it may require that the Report be signed by an individual designated specifically to review and approve the Report before the request is submitted to the Approver. Include this Report with your documentation in your reimbursement request. A representative authorized by the School or Unit must adhere to the steps set forth in the Supplier Request Form for Guest Reimbursement in i-Buy NYU (which includes providing the name of the guest, his or her address and contact information; and the requisite payment information).^. A University employee must disclose to the Office of Compliance and Risk Management (Compliance) if any Member of the Same Family or Household will be or is: (i) providing any services to the University as an Independent Contractor (as those services are defined in Article I below); or (ii) receiving an Honorarium (as defined in Article II below) from the School or Unit in which the employee is employed. All cash advances should be cleared within 60 days from the end date indicated on the Request for Advance Form (see Clearing Cash Advances section below). 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. *Note Section A(i) Waiver Requests. Employee reimbursements are processedvia AP Workflow, student reimbursement requests are approved and paid via NYU Albert (SIS). Issuing Authority Printout of the page confirming the purchase or a printout ofthe page summarizing the type of purchase made, the date, and the amount. a. 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. For Faculty, additional computers are permitted with Dean, Fiscal Officer or Department Chair approval. At times, a personal vehicle may be used in order to save time, transport equipment or reduce costs when several people are traveling together. In addition to answering the three preliminary questions above, the representative from the School or Unit must answer five supplemental questions. Additionally, documentation will have to be submitted detailing the move exceeded 50 miles. If you are not enrolled in direct deposit, you will be paid via check. Please refer to theStudent Reimbusements Tip Sheet. Faculty members should apply the requirements of the Business Expense Policy to all expenditures and requests for reimbursement from these accounts. Not extreme or excessive. Costs are appropriate if they are suitable or fitting for a business purpose. These definitions apply to these terms as they are used in this policy: 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). Travelers cannot switch between actual meal expenses and per diem on the same trip. When requiring larger vehicles (e.g., UberXL, van) business justification and/or attendee information should be included. It is permissible to utilize the combined meals and incidental expense rate when reimbursing based on the per diem method. Accountable Plan Rules Travelers must cancel reservations to avoid no-show charges which are not reimbursable unless there are extenuating circumstances. Refer to the Expense Reimbursement Procedure of the University for specific guidance. See the. A petty cash fund may be used to reimburse student expenses, not to exceed $150, that are valid and for which appropriate documentation is supplied. 16 - Honorariums, Gifts, Prizes, Awards to Non-Employees; Revised September 2019: Pg. Revised on February 23, 2022 related to raising New Hire lunch limit, travel to the Pacific Coast, and added a limit for retirement gifts for NYU employees with 10 or more years. Therefore, the use of alcohol for business meals and entertainment purposes should be kept to a minimum and must comply with the Universitys Drug and Alcohol-Free Workplace Policy for New York, DC, and California. All expenses must comply with this policy. Stewardship Preferred carrier approved by the Procurement Travel Team should be the first choice for all flight bookings. awards, gifts) are moving online. Where the prospective Independent Contractor is/was Full-Time Faculty or Professional Research Staff, the AVP, Employee Relations shall consult with the Associate Provost for Academic Appointments, as necessary and appropriate, before deciding whether to grant the waiver. These general University and University-funded research and scholarly activity accounts are not intended to nor should funding be used as a catch-all to cover expenditures made by faculty members for expenses not related to research and other scholarly activities. Per diem only applies when overnight travel is involved. A cost may be considered reasonable if the nature of the goods and services reflects prudent action. Certain expenses may be subject to specific procurement rules and requirements of the applicable Federal, State or local government. University Funds may be used for such expenses, but they must be identified and segregated in the Universitys general ledger. Thank you for taking the time to give us feedback. It is encouraged that trips booked outside of the tool be registered with NYU Traveler. Computers, peripherals and accessories procured by NYU are the property of NYU and must be returned to NYU upon equipment refresh or separation from the University. Step 2: Prospective Independent Contractor Must Register Successfully in i-Buy NYU. Business meals and entertainment must be directly related to University business. Use of taxis, Uber, Lyft (or equivalent) for travel between NYU locations, while not encouraged, is permitted for necessary University business. Individuals who travel on University business are reimbursed for meal expenses they incur in two ways: according to actual, substantiated costs, or at an established per diem rate. You have the option of picking up a cash reimbursement if the total amount of your request is $300 or less. Upon approval, the School or Unit must enter into a written agreement with the Independent Contractor before services can commence. Executive Vice President Could the cost be comfortably defended under public scrutiny? The individual granted the authority to review and approve (or reject) transactions that require the use of University funds. Join our more than 40,000 students studying in hundreds of programs on six continents all around the globe. The school admin will generate an email to you with a one-time use link to the online form. Standard computers peripherals and accessories must be procured via i-Buy or at the NYU Bookstore. September 2019; December 2019 Changes made to Pg. Please refer to the tip sheet below. 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, Online Programming, Services, and Opportunities, Class Registration, Transcripts, Graduation. Faculty & Staff Reimbursements. *The representative from the School or Unit shall contact the prospective Honorarium recipient to confirm whether or not the prospective Honorarium recipient will be receiving an Honorarium from the School or Unit in which a Member of the Same Family or Household is employed by the University. If made from home, the monthly bill detailing the calls or faxtransmissions made. The owners of those personal vehicles used for University business are responsible for ensuring adequate insurance coverage for their protection and for the protection of any passengers. a semester or the entire school year, must be coordinated through the Office of Real Estate (, Any planned alterations to space must be vetted with the, Any permanent signage that includes NYUs or any of its schools logos should conform to. 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. An institution without walls, we draw spirit from our cities and their famous cultural institutions and professional opportunities. Being at the forefront of their disciplines, our faculty shape the understanding of an enormous range of academic fields. Expenses related to the relocation of employees are deemed business expenses only when they are deemed appropriate and reasonable, and are authorized by a University employee with the appropriate level of signature authority. Please see here for recommendations and hints in completing forms. 1. The individual granted the authority to review and approve (or reject) Transactions that require the use of University Funds. Employees who incur expenses in the conduct of University business may request reimbursement through any of the following three methods (all are subject to exactly the same rules): 1) Reimbursement through the online AP Workflow tool (nyu.edu/apworkflow). NYU employees and faculty are expected to employ sound expense management practices and exercise prudent financial management in their stewardship of University resources. New Online Process for Student Payments 1 How to Request Reimbursement / Where Is the Online Form? Only the Universitys Office of General Counsel (OGC) is authorized to engage the services of outside legal counsel. Being at the forefront of their disciplines, our faculty shape the understanding of an enormous range of academic fields. Not extreme or excessive. Thank you for taking the time to give us feedback. If a traveler chooses to arrive early or to stay longer for non-business reasons, the University will not pay for expenses during additional personal days. Honorarium: is defined, for purposes of this Policy, as University funds that may be used for a payment or item presented as a gesture of good will or in appreciation of efforts and time given by individuals to the University, such as a guest lecturer or a speaker from outside the University.
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