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Employee Reimbursement & Advances

Accounts Payable (AP) Workflow Upgrade

To ensure AP Workflow is on a stable and supported technical platform, an improved version of the application is now available.

What’s Changed?

  • The application is now accessible directly from the Work tab of NYU Home under Additional Services.
  • The approval “workflow” uses ServiceLink functionality.
  • All email notifications will now come from ServiceLink.

Changes for Approvers

Changes for Initiators

  • New Resubmit Functionality:
    • User gets an email of the Rejection
    • After making the changes in AP Workflow, a resubmit button will be available on the Preview page
  • Option to remit payment to a credit card will only be visible to those with an NYU issued corporate card. Card numbers will not be visible
  • All supporting documentation is now required to be attached electronically to the request

Updated July 13, 2015


AP Workflow

AP Workflow is a web-based service that allows NYU employees to process and track requests for reimbursements and cash advances. All NYU employees with a valid NYU Net ID and valid password for NYUHome can use AP Workflow, with the exception of NYU School of Engineering employees.


How to Scan Documents Using AP Workflow


Key Features

When all of the following apply, the Payee's bank account will be credited with the requested reimbursement or cash advance within 24 hours:

  1. The Payee is enrolled in the AP Direct Deposit Program (click here for details and to enroll).
  2. The approved request is received in AP by 11 AM (Approver must hit "Submit" before 11 AM).
  3. Requested advance is less than $500 per week of travel.
  4. Requested reimbursement is less than $500.
  5. All required documentation is attached electronically in the Workflow system.
  6. All documentation is legible and all expenses are confirmed valid and permissible.

Caution: Each financial institution has its own protocol for crediting funds to customers' accounts. This could affect the availability of funds in the Payees' bank account despite their having satisfied the criteria listed above.

AP Workflow has a built-in approval path for every Payee.

As soon as “Submit” is hit in the system, the request is automatically routed through the appropriate approval path as defined by the Path Administrator for the school or administrative unit.

AP Workflow also allows for appropriate designees when the Primary Approver is out of the office. Approvers who travel and cannot delegate the function to another can still approve from wherever they are by logging in to NYUHome.  

Once the request for reimbursement or advance is approved, it is electronically submitted to AP for processing and payment.
Payees will receive an alert that their requests have been approved or rejected.

Validated fame chartfields are required for all reimbursement and advance requests.

AP Workflow automatically validates chartfields entered in the system; it will not submit requests for reimbursement or advance to Approvers until all chartfields have been validated.

Also, when requests are submitted for a chartfield outside of the Initiator’s budget profile, the Workflow system will generate a notification of this charging attempt to the Fiscal Officer responsible for that specific chartfield. 

Requests become live transactions in AP Workflow as soon as the "Submit" button is clicked.

From that point on, up to the time they are paid, tracking those requests is easy and convenient by using the Inquiry/Search feature of AP Workflow.

Also, Payees will receive a notification following each action applied to their request. Payees will be notified when it has been approved or rejected by the Approver and submitted to Accounts Payable.  

AP Workflow has a built-in feature that enables Approvers to confirm that the budget is sufficient for their request.

Another built-in feature enables Initiators to validate the chartfields to be charged.

AP Workflow also informs the Approver of budget availability at the time of submission.


FAQs

What do I do to ensure quick turnaround on my request?

Make sure the following are in place:

  • Enrollment in the AP Direct Deposit Program
  • Your request is under $2,500
  • All required documentation is attached electronically
  • All documentation is legible and all expenses are confirmed valid and permissible

Note:

  • Banks have varying processing protocols that may delay access to funds
  • You will receive an email when AP has processed your request

What is the AP Direct Deposit Program? How do I enroll?

How do I get access to the AP Workflow system?

You must be a University employee to be able to access the AP Workflow system. You also need to have a valid NYU NetID and password to be able to log into NYUHome, the portal through which you access AP Workflow.  

I have problems getting into NYUHome or into AP Worfklow. What do I do?

Email AskITS@nyu.edu, or call the IT Service Desk at 212-998-3333.

How do I submit my documentation or receipts for requests in Workflow?

  • All supporting documentation must be submitted with the request
  • Scan receipts and save as a single PDF, TIFF, DOC, or JPG file
  • Attach digital documents within AP Workflow

To avoid delays, how should I prep my receipts/documentation for attachment in Workflow?

  • Scan letter-size documents individually
  • Tape multiple small receipts to a single blank page to scan
  • Straighten bent corners and edges
  • Mend small tears with clear tape
  • Do not use a highlighter on receipts
  • Keep the page orientation consistent
  • Review scanned documents for legibility
  • Retain original receipts until you receive email confirmation from AP stating that your documents have satisfied audit

I lost my original receipts. What do I do?

Complete the Missing/Inadequate Documentation Report and attach it to your request in the Workflow system.  

How long do I keep my original receipts after I have attached their images or PDF version in the Workflow system?

Once you have received email confirmation from AP that your documentation has satisfied audit, you may destroy the originals. Images or PDFs in the system can be can be accessed anytime.

I don’t understand some fields I need to complete within AP Workflow. Where can I get help?

Contact AP Customer Service at CDV.APCS@nyu.edu, or call 212-998-2990.

How do I know when my request is approved or not?

You will receive an e-mail informing you when your Approver has approved or rejected your request. You can also track the progress of the request by clicking "track it" from the e-mail notification.

How do I know who the Approver is for my “path”?

When you click on the Preview button in the system, the name of your designated Approver will appear at the top right-hand corner of the page. You cannot change this detail; Approvers are identified and designated for specific chartfields within the system by the Approval Path Administrator. Your request is automatically routed to the Approver assigned to your unit.

How do I know when my request has been received in AP?

Upon approval, you will receive an e-mail notification informing you that your request was approved and submitted to AP.

How do I know when my request has been processed?

If you are enrolled in the AP Direct Deposit Program, you will receive an email from AP (AP_ACH_PAYMENTS) informing you that your money has been transmitted to your bank account.

If you are not enrolled in the AP Direct Deposit Program, you will receive a check in the mail.  

What do I do if my request has been rejected by my Approver?

When a request has been rejected, you will receive an e-mail notification from ServiceLink. If the approver has written a note explaining why he/she chose to reject the request, it will appear in the e-mail. Log in to AP Workflow to correct and re-submit the request. 

How do I resubmit my request?

After making the changes, you can re-submit right from the AP Workflow application.

I made an error in my submitted request. How do I cancel or retrieve the transaction?

The transaction must first be rejected by your Approver then corrected. To re-submit the request, make the changes in AP Workflow and click re-submit.

If the request has already been submitted to AP, contact AP to have the request placed on hold:

Payment not processed: AP will hold for correction
Payment processed: AP will stop payment on the check
Payment processed via ACH: the employee must reimburse the University

Note: Do not submit multiple requests for the same expense. Rejected requests can be corrected and resubmitted.

I am an Approver and will be out of the office without access to the Internet, how can I make sure that requests are approved while I am away?

An Approver may delegate authority for AP Workflow approvals in ServiceLink.

  1. Log in to ServiceLink
  2. Select My Profile under the Self-Service heading on the left menu
  3. Click the AP Workflow Delegation tab
  4. Click New
  5. Select the person you want as the delegate
  6. Enter the Start and End Dates
  7. Click Submit.


Roles & Responsibilities

Individuals authorized to prepare requests for reimbursements or advances on behalf of another individual, or a list of individuals, assume the role of the Administrative Initiator.

The Administrative Initiator role is defined by the Path Administrator.

Requests submitted by an Administrative Initiator are first routed to the individual for whom the request is being made for review--to confirm that it is complete, accurate, and valid--and then the request goes to the appropriate Approver(s).

Administrative Initiators, like Initiators, are responsible for ensuring that:

  • Expenses comply with the University's Business Expenses Policy
  • Expenses are supported by appropriate documentation
    Chartfields are correct
  • Federal "unallowable costs" are segregated and charged to appropriate NYU accounts
  • Expenses will not be re-submitted for reimbursement from another source
     

An Approver is authorized to approve expenses charged to specific chartfields. Approvers are responsible for ensuring the following:

  • Expenses submitted for reimbursement and requests for advances are legitimate or necessary in the conduct of departmental business
  • Expenses submitted for reimbursement or requests for advances are in compliance with applicable University policies (e.g., Business Expenses Policy, Expense Reimbursement Policy, etc.)
  • Reimbursement requests are supported by appropriate documentation (as stipulated in the University's Expense Reimbursement Policy)
     

An Initiator is any NYU employee who logs into AP Workflow to request a reimbursement or an advance.

Every Initiator is assigned an approval path that automatically sends requests to the appropriate Approver.

Initiators are responsible for ensuring that:

  • Expenses comply with the University's Business Expenses Policy
  • Expenses are supported by appropriate documentation
    Chartfields are correct
  • Federal "unallowable costs" are segregated and charged to Appropriate NYU accounts
  • Expenses will not be re-submitted for reimbursement from another source.
     

The approval path in AP Workflow defines the roles of each individual in the unit. The Path Administrator manages this path. This responsibility includes identifying and adding those who belong to an approval path and assigning the dollar threshold for Approvers in the path. The Path Administrator is also an Approver in the path.

Path Administrators have primary responsibility for ensuring compliance with all applicable University policies by all individuals in their school or administrative unit.

A Reviewer has the ability to review requests submitted by the Administrative Initiator or Initiator before it is sent to the Approver. Reviewers are responsible for ensuring the following:

  • Expenses submitted for reimbursement and requests for advances are legitimate or necessary in the conduct of departmental business
  • Expenses submitted for reimbursement or requests for advances are in compliance with applicable University policies (e.g., BusinessExpenses Policy, Expense Reimbursement Policy, etc.)
  • Reimbursement requests are supported by appropriate documentation (as stipulated in the University's Expense Reimbursement Policy)
     

The User Administrator manages paths. This responsibility includes adding and deleting users from paths. The User Admin may also be an Approver in the path, if given an approval threshold by the Path Administrator.


Related Training

This tutorial is an overview of New York University's standardized Business Expenses Policy. It will summarize which types of expenses are permissible and non-permissible under University policy.

When taken in conjunction with FIN 002, this course is intended to give AP Workflow users guidance on when it is appropriate and permissible to request reimbursement or request an advance for business expenses.

Who should take this course: Anyone who would like a summary of the NYU standardized Business Expenses Policy or AP Workflow users who would like guidance on when it is appropriate and permissible to request reimbursement or advance for business expenses.

You can access this training in iLearn, which can be found on the Work tab on NYUHome.

*This course content is under review and the elearning is not currently active in iLearn.

This tutorial is an overview of New York University's standardized Business Expenses Policy as it pertains to business travel. It will summarize which types of expenses during business travel are permissible and non-permissible under University policy.

When taken in conjunction with FIN 001, this course is intended to give AP Workflow users guidance on when it is appropriate and permissible to request reimbursement or request an advance for business expenses during travel.

Who should take this course: Anyone who would like a summary of the NYU standardized Business Expenses Policy as it pertains to business travel or AP Workflow users who would like guidance on when it is appropriate and permissible to request reimbursement or advance for business expenses related to travel.

Course Duration: 17 Minutes.

You can access this training in iLearn, which can be found on the Work tab on NYUHome.

This online course gives users an introduction to AP Workflow: it will answer the question: "What is AP Workflow?"; it will illustrate the key features of AP Workflow; it will explain the roles and responsibilities of AP Workflow users; and it will guide you step-by-step through requesting a reimbursement or an advance, reconciling an advance, setting up out-of-office routing, and searching for a request. At the end of the course, you will find a frequently asked questions section that you can browse at your own pace, contact information, and resources.

It is recommended that users review courses FIN 001 and FIN 002 prior to taking this course.

Who should take this course: Anyone with AP Workflow access who would like to review the basic functionality of this application.

Course Duration: 45 minutes for all 7 modules.

You can access this training in iLearn, which can be found on the Work tab on NYUHome.

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