Noah Vinter
NYU has a strict policy regarding reimbursement for business expenses, including those incurred during travel. The policy ensures that employees who incur valid business expenses are reimbursed in a fair and equitable manner and that expenses are reported, recorded, and reimbursed consistently throughout the University. When submitting a reimbursement request for business meals, it is important to note that NYU does not reimburse the cost of alcoholic beverages unless they are specifically charged to account 65183. Additionally, alcohol consumption during business events should be closely supervised by the event sponsor, and the total meal cost should not exceed the per-person limit for business meals. NYU also requires individuals involved in the reimbursement process to understand the applicable policies to ensure compliance with University and government regulations.
| Characteristics | Values |
|---|---|
| Expense reimbursement policy | To ensure employees are reimbursed in a fair and equitable manner for valid business expenses |
| Who does the policy apply to? | Everyone involved in the expense reimbursement process |
| Who can't be reimbursed via AP Workflow? | Students |
| What is the per diem rate for travel days? | 75% reimbursement |
| What is the cost limit for meals? | $35 for breakfast and lunch, $75 for dinner |
| What is the guideline for alcohol consumption? | Limit of 2 alcoholic beverages per person |
| What is the account code for alcoholic beverages? | 65183 |
| What is the processing time for reimbursements? | 2-3 days |
| What are the options for reimbursement in a foreign currency? | Draft or wire transfer |
| How long does it take for a wire transfer to be transmitted? | 3 weeks |
| What is the requirement for a T&E Travel Card? | Travel expenses of $3,000 or more per fiscal year |
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What You'll Learn
NYU alcohol reimbursement policy
The reimbursement policy at NYU states that employees who incur valid business expenses will be reimbursed in a fair and equitable manner, with business expenses being reported, recorded, and reimbursed consistently throughout the University. This policy does not apply to NYU Langone Medical Center, NYU Shanghai, or NYU Abu Dhabi.
When it comes to alcohol, NYU's reimbursement policy states that when expenses include alcoholic beverages, the report should specify the cost and charge it to a specific account. Additionally, the expense report should include a notation that no alcoholic beverages are included if that is the case. NYU's travel and expense policy also mentions that when holding events where alcohol is present, a guideline of no more than two alcoholic beverages per employee on average should be followed. These gatherings should be infrequent and held in University space when possible.
For travel days (the first and last days of business travel), reimbursement will be provided at 75% of the per diem rate, which covers all food and beverage expenses, including alcoholic beverages. However, when not traveling on NYU business, meals with alcoholic beverages between employees or faculty discussing routine business issues are not reimbursable. Furthermore, incidental costs, such as transportation or babysitting expenses incurred by staff to participate in events where alcohol is present, are generally not allowable for reimbursement.
It is important to note that individuals involved in the reimbursement process, including those initiating transactions and those approving or processing requests, are responsible for knowing and understanding all applicable policies. NYU employees and faculty are expected to exercise prudent financial management and ensure compliance with University policies and regulations.
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NYU AP Workflow process
The NYU AP Workflow process is an electronic system for managing and processing expense reimbursements for NYU employees. The system aims to ensure that employees who incur valid business expenses are reimbursed fairly and consistently and that the University complies with all relevant regulations.
The process applies to NYU employees who use their personal funds for valid business expenses and then seek reimbursement from the University. It is important that individuals refer to the reimbursement policy before incurring any expenses to avoid costs that may not be covered. This policy does not extend to NYU Langone Medical Center, NYU Shanghai, or NYU Abu Dhabi.
The NYU AP Workflow process requires the electronic signature of an "Approver", who verifies that the reimbursement request complies with University policies. This "Approver" has the authority to review, approve, or reject transactions that require the use of University funds. When submitting a reimbursement request via AP Workflow, it will be reviewed by multiple individuals.
For meal reimbursements, there are specific guidelines. Alcoholic beverages during meals are only reimbursable when consumed by two or more employees or faculty discussing routine business issues, and the cost of alcohol must be specified and charged to a separate account code (65183). Meals should not exceed $35 per person for breakfast and lunch and $75 per person for dinner, excluding tips and tax. Alcohol consumption guidelines suggest a limit of two drinks per person. Additionally, travel days are reimbursed at 75% of the per diem rate, which covers food, beverages, taxes, and gratuity.
Reimbursements can be made via a draft check or wire transfer for international bank accounts. NYU also offers a T&E Travel Card for frequent travellers who incur significant travel expenses. It is recommended that all business travel bookings are made through NYU Traveler, the NYU Home widget, or the SAP Concur Mobile App to access NYU discounts.
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Reimbursement conditions
The reimbursement policy at NYU is designed to ensure that employees who incur valid business expenses are reimbursed in a fair and consistent manner, and that the University complies with all applicable federal, state, and local rules and regulations.
When submitting a request for reimbursement, it's important to note that the request will be reviewed by several individuals, including the "Approver" who verifies the request for compliance with University policies. The "Approver" has the authority to approve or reject transactions that require the use of University funds. Their physical or electronic signature signifies that the request has been verified for compliance.
There are several conditions that must be met for reimbursement:
- The expense report should include a notation specifying whether alcoholic beverages are included in the expenses incurred. If alcoholic beverages are included, the report should specify the cost and charge it to the designated account. Alcohol places significant legal exposure on the University, so guidelines typically limit consumption to two drinks per person.
- The reimbursement request must be submitted within 60 days of returning from a trip. Expenses submitted after 60 days may be considered taxable income to the employee, and justification should be provided for the delay.
- Business travel should be booked through NYU Traveler, the Travel and Expense widget in NYU Home, or the SAP Concur Mobile App. Any trips booked outside of these tools must be priced lower, and a comparison should be provided.
- International hotel rooms should cost less than $300 per night, excluding fees and taxes.
- Meals during routine business meetings comprised solely of NYU employees are not reimbursable. Meals should not exceed $35 per person for breakfast and lunch and $75 per person for dinner, excluding tips and tax.
- Incidental costs, such as transportation or babysitting, are generally not allowable for reimbursement. These costs should be modest and require prior approval if they exceed the per-person cost for business meals.
- Travel days (the first and last day of business travel) will be reimbursed at 75% of the per diem rate, which covers food, beverages, taxes, and gratuity.
It is important to note that reimbursement conditions may vary slightly depending on the specific school or department within NYU. For example, the Steinhardt AP Workflow Guidelines specify that reimbursement requests for students cannot be processed via AP Workflow, as it is only for individuals on payroll. Additionally, individuals who approve or process reimbursement requests are required to understand the policies to ensure compliance with University and government requirements.
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Expenses and compliance
NYU has a policy that ensures employees who incur valid business expenses are reimbursed in a fair and equitable manner. This policy also ensures that business expenses are reported, recorded, and reimbursed consistently throughout the University, and that the University complies with all applicable federal, state, and local rules and regulations.
The NYU Travel and Expense Policy outlines that expenses may be reimbursed when University and government requirements are met. Per IRS regulations, expenses submitted after 60 days could be considered taxable income to the employee, so justification should be provided for late submissions. When not traveling on NYU business, meals (including alcoholic beverages) between two or more employees or faculty during which routine business issues are discussed are not reimbursable. Meals should not exceed $35 per person for breakfast and lunch and $75 per person for dinner, excluding tips and tax. Alcohol places significant legal exposure on the University; a limit of two alcoholic beverages per person is the guideline.
The NYU Steinhardt AP Workflow Guidelines further outline that travel days (the first and last day of business travel) will be reimbursed at 75% of the per diem rate. The per diem rate covers all food expenses (including alcoholic and non-alcoholic beverages, taxes, and gratuity) and other incidentals. 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.
There are specific procedures for processing reimbursements to students and for international reimbursements. Students cannot be reimbursed via AP Workflow as it is only for individuals on payroll, and reimbursements in a foreign currency can be made via a draft or wire transfer. Wire transfers can only be done on international bank accounts and require a processing time of about three weeks.
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NYU travel and expenses
NYU has a detailed travel and expense policy that covers reimbursement for employees who incur valid business expenses. The policy ensures that reimbursement is done in a fair and equitable manner and that business expenses are reported, recorded, and reimbursed consistently throughout the University. It is important to note that this policy does not apply to NYU Langone Medical Center, NYU Shanghai, or NYU Abu Dhabi.
When it comes to travel expenses, NYU recommends booking all business travel through NYU Traveler, the Travel and Expense widget in NYU Home, or the SAP Concu mobile app. NYU Preferred Hotels offer discounts, and international hotel rooms should cost less than $300 per night, excluding fees and taxes. If you travel frequently and your travel expenses exceed $3,000 per fiscal year, you can apply for a T&E Travel Card.
Reimbursement requests should be submitted within 60 days of returning from a trip to avoid potential tax implications. The reimbursement process may take up to 21 days to complete, and original itemized receipts are required. NYU provides two methods for reimbursement in a foreign currency: a draft check from the respective bank or a wire transfer for international bank accounts.
Alcohol-related expenses are a notable aspect of NYU's travel and expense policy. Alcohol places significant legal exposure on the University, and there are specific guidelines to manage this risk. When submitting reimbursement requests that include alcohol, the expense report should either note that no alcoholic beverages were included or specify the cost and charge it to account code 65183. Additionally, there is a limit of two alcoholic beverages per person.
It is important for individuals involved in the reimbursement process to be familiar with the applicable policies. This includes those initiating transactions as well as those approving or processing reimbursement requests. By following the NYU travel and expense policy, the University ensures compliance with federal, state, and local regulations.
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Frequently asked questions
Alcohol places significant legal exposure on the university, so there is a limit of two alcoholic beverages per person. When submitting a reimbursement request, specify the cost and charge it to account 65183.
When submitting a reimbursement request via AP Workflow, your submission will be reviewed by several individuals. The "Approver" will verify the request for compliance with NYU policies by providing their electronic signature.
NYU's reimbursement policy ensures that employees who incur valid business expenses are reimbursed in a fair and equitable manner. It also ensures that business expenses are reported, recorded, and reimbursed consistently throughout the university and in compliance with all applicable laws and regulations.
The first and last days of business travel (travel days) will be reimbursed at 75% of the per diem rate. The per diem rate covers all food and beverage expenses, including alcohol.
Reimbursement requests should be submitted within 60 days of returning from a trip. Requests submitted after 60 days may be considered taxable income by the IRS and will require justification. Additionally, individuals seeking reimbursement should refer to the policy before incurring expenses to avoid costs that may not be reimbursed.
