Expense Reimbursement

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Purpose of the Policy

New York University employees incur various types of expenses as they perform tasks and duties that support the operations of the institution and further its missions. 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.

Procedures for Implementation

University Policies on Business Expenses and Procurement 

It is the responsibility of everyone involved in the expense reimbursement process, from the individual initiating a transaction to the individual approving or processing requests for reimbursement, to know and understand all applicable policies. See “Related Documents” for a list of relevant University policies and other documents.

The Business Expenses Policy of the University, in particular, should be consulted for guidance on which expenses are legitimate or valid and thus may be incurred using University funds. 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. Individuals who approve or process requests for reimbursement are required to know and understand the policy, to ensure that University funds are used appropriately and to facilitate compliance with applicable University and government requirements.

The University’s Procurement Policies and Procedures Manual should also be consulted for guidance on how certain types of purchases may be made.

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.

General Procedures
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).
    Reimbursement of business expenses may be requested through Accounts Payable by submitting a fully completed, adequately documented, and appropriately approved Expense Reimbursement Request in AP Workflow. AP Workflow is the University’s automated tool for creating reimbursement requests and obtaining the required approvals. AP Workflow is accessible through the Work tab of NYUHome. Visit the Employee Reimbursement & Advances page of NYU FinanceLink for more information.
  2. Reimbursement through the departmental imprest petty cash fund for student expenses.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. If a valid receipt in not available and the expense is less than $25, an explanation of the expense must be included on EXP2000P when receipts are submitted for replenishment of a petty cash fund. See the Petty Cash Funds Policy for more information.
  3. Reimbursement through paper forms.
    A school or department may request an exemption from using AP Workflow from the University Controller. If such an exemption is approved, the school or department is required to use the Expense Reimbursement Form provided by Accounts Payable.
     Student expense reimbursement requests should be submitted to Accounts Payable using the           Student Expense Reimbursement Form, (EXP2000S)

Documentation Requirements
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). If all three conditions are met, the reimbursement can be excluded from the individual’s taxable income.

POLICY CONTINUES...Click here to download the entire PDF of policy  

  1. Dates of official enactment and amendments: Jul 15, 2004
  2. History: Revised: September, 2014, June, 2016 Revised November, 2014: Additional language added to per diems and incidental expenses sections, found on pages 6-7 of Policy PDF.
  3. Cross References: blank