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Employee Reimbursement & Advances

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.

Attaching the supporting documentation to the request will help the process move more quickly—it enables Approvers to see the paper back-up immediately in order to review and approve (or reject) the request.

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 a 24-hour turnaround on my request?

Make sure the following are in place:

  • Enrollment in the AP Direct Deposit Program
  • Your approved request is received at AP by 11 AM (which means your Approver should have approved your request before 11 AM)
  • 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:

  • AP will process and pay requests that meet all criteria above, within 24 hours
  • 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?

  • It is a program designed to get cash payment to you quickly by sending your reimbursement or cash advance payment directly to your bank account
  • Complete the Direct Deposit Authorization Form and submit it to AP to enroll
  • New employees can use one form to enroll in both the AP & Payroll direct deposit program

I can’t attach my documentation/receipts. Can I still have a 24-hour turnaround on my request?

No. AP cannot process requests that are not supported by appropriate documentation. The ability to respond to requests quickly is possible only when all required and correct information is provided electronically within the Workflow system.

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. Click here for more information about NYUHome from the ITS site.

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?

  • Submit Online
  • Scan receipts and save as a single PDF, TIFF, DOC, or JPG file
  • Attach digitial documents within AP Workflow
  • Submit Paper
  • Print the barcode page assigned to the request
  • Give original reciepts and barcode page to your approver
  • Once approved, mail original receipts and barcode page to AP

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. Or, you may mail it to AP with the barcode page for your transaction (AP will use this barcode to identify the specific request for which the report relates to).

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 did not attach images or PDF version of my original receipts in the Workflow. Do I need to keep copies after I sent the original to AP?

Make sure first that AP has received your original receipts. You can then dispose of them once AP has received them and your request has been processed.
 

 

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 or from the Worklist.

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 on the AP Direct Deposit Program, you will receive a check in the mail. The status of your payment can be checked at any time by running the "Payment Status Report" in Brio.

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

When a request has been rejected, you will receive an e-mail notification from New York University Workflow. If the approver has written a note explaining why he/she chose to reject the request, it will appear in the e-mail. To correct and resubmit the request, you must first make changes to it in AP Workflow and then resubmit it from your Worklist. For step-by-step instructions on resubmitting a request, see the FAQ section titled "How to Resubmit a Request" in the online tutorial FIN 003: All About AP Workflow.

How do I resubmit my request?

To resubmit the request, you must first make changes to it in AP Workflow and then resubmit it from your Worklist. For step-by-step instructions on resubmitting a request, see the FAQ section titled "How to Resubmit a Request" in the online tutorial FIN 003: All About AP Workflow.

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

The transaction must be rejected by your Approver then corrected. To resubmit the request, you must first make changes to it in AP Workflow and then resubmit it from your Worklist. For step-by-step instructions on resubmitting a request, see the FAQ section titled "How to Resubmit a Request" in the online tutorial FIN 003: All About AP Workflow.

If it is already 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 responding to notifications or transfer ownership of notifications generated by AP Workflow by setting up out-of-office routing. The out-of-office routing feature is a part of NYU Workflow and rules can be created for AP Workflow as well as any other Workflow application. To create delivery rules using out-of-office routing, click the home button in the Workflow menu.

For additional instructions on setting up the out-of-office routing rules, click on the question mark in the Workflow main menu. The Workflow help page includes a section titled "Out-of-Office Routing" that details all of the options available to users when configuring these rules.  


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.

An in-class version of this course is available through NYU iLearn: FIN 004: All About AP Workflow.

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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