This page is a compilation of NYU finance related resources intended for quick reference for NYU school and business unit Fiscal Officers and their staff.
The Supplier Information page has been updated with information on how to do business with NYU. It offers helpful information on subjects such as registering as an NYU supplier, new supplier requests, the University’s Procure to Pay process, payment terms and more.
May 24, 2018
The following communication was sent to Cardholders of Bank of America Payment Cards on April 12, 2018.
Effective April 11, 2018
We want to update you on the latest enhancement to the NYU Payment Card process.
To improve the card renewal experience we have updated all Verification IDs in the GRAM system.
What Does This Mean for You As a Cardholder?
Cardholders are prompted for the Verification ID at card activation, PIN number set up, and any other occasions when they reach out to Bank of America’s Help Desk. Effective immediately, all cardholders should use their employee ‘N’ number listed on the back of their University ID card as the new Verification ID. The ID should consist of nine (9) numeric digits, therefore, the letter ‘N’ would be converted to number ‘6’ as the first number of the Verification ID in the GRAM system or when talking to Bank of America. An example of the new Verification ID is: 612345678 instead of N12345678.
The updates are completed in the GRAM system and relevant to all US based cardholders, as well as cardholders carrying US cross border cards in the following portal campus and global study away sites:
NYU Abu Dhabi NYU Prague
NYU Berlin NYU Tel Aviv
If you have any questions, please do not hesitate to contact us at email@example.com
NYU Global Payment Cards Team
group email: firstname.lastname@example.org
April 12, 2018
To access your 2017 Form W-2 online, please follow the instructions Accessing Electronic Form W-2 Quick Step Guide (PDF).
A kiosk is available at 105 East 17th Street, 3rd floor, for employees who wish to use this service. You will be able to view and print your 2017 Form W-2’s from this private kiosk workstation. There will be step by step instructions at the kiosk for those that need assistance.
Employees who have elected to receive a paper 2017 Form W-2 should receive it via the US Postal Service, the week of January 29th. To consent to receive an electronic copy only of future Form W-2’s, please follow the instructions Opt Out of Paper Form W-2 (PDF).
If you have questions, please contact PeopleLink at AskPeopleLink@nyu.edu or 212-992-LINK (5465).
The IRS considers all gift cards cash and cash equivalents subject to tax regardless of the amount of the gift card (e.g. a $1 gift card is subject to tax). Bank of America Payment Cards cannot track and break out gift card purchases; they just track the merchant, e.g., CVS.
The following communication was sent to Fiscal Officer’s on October 26, 2017.
We are writing to provide clarification on the processes for Standing Orders. Please note the following (and please share with your i-Buy NYU Shoppers/Requestors):
Open FY17 Standing Orders were rolled as part of the overall PO roll into FY18. We apologize for any confusion caused by prior communications stating FY17 Standing Orders were closed.
Effective Monday November 20, 2017 all remaining OPEN FY17 Standing Orders will be closed. If appropriate, please ensure new FY18 Standing Orders are opened to avoid disruptions.
FY18 and Future Fiscal Years:
For all future year-end close processes the following will be initiated:
PLEASE NOTE: Standing orders are not auto renewed on yearly basis. Each school and unit is responsible for submitting a new Standing Order each year for those they wish to renew.
For questions regarding Standing Orders please contact Financelink at email@example.com or 212-998-1111.
October 26, 2017
The new Supplier Request Form for Guest Reimbursements will be available in i-Buy NYU effective June 12. 2017. The Supplier Request Form for Guest Reimbursements should be used only when NYU has agreed to reimburse an individual for costs they incur for coming to the University for an engagement.
A revision has been made to the Signature Authority Policy as it relates to equipment leases. Click here for the policy
Please send requests for approval along with a copy of the lease agreement to the University Treasurer, Janine Wilcox at firstname.lastname@example.org.
June 12, 2017
Procurement has created helpful Bid Waiver Form Guidelines to assist in clarifying for the University when and how the Bid Waiver Form should be used. The Guidelines are easily accessible on the i-Buy NYU Resources Portal (PDF).
June 15, 2017
The revisions include:
June 15, 2017
The following communication regarding "New Legal Requirements for Honoraria Payments" was sent to FOs, HROs and all i-Buy NYU Advanced Requestors on May 12, 2017.
In order to comply with the new NYC Freelance Worker Protection Law, beginning May 15, 2017, the following process must be followed for all honorariums:
For questions about this new process, please contact FinanceLink at email@example.com or 212-998-1111.
May 12, 2017
The following communication was sent to Fiscal Officers and Payment Card Approvers on 12/22/16. Bank of America’s New Procedure for Compromised Payment Cards (PDF)
The i-Buy NYU Resource Portal was created to provide the NYU Community with one stop to access presentations, training documents and additional project materials about Project Lighthouse and i-Buy NYU.
Should you have questions about i-Buy NYU, please feel free to reach out to the project team via firstname.lastname@example.org.
April 29, 2016
The Chartfield Access Authorization Form now includes a section to request access to the reporting departments for UDW+ Departmental Metrics Dashboard (UDM) and the proposals tabs on the D03. Grants Management Dashboard.
When an individual from your department requests chartfield access to either one of these reporting departments, you will receive an email asking to approve or deny their request.
Please note that in addition to chartfield access for UDW+ Departmental Metrics Dashboard (UDM), users will need to request UDM reporting access by contacting the Decision Support Group at email@example.com or 212-998-2900, and also receiving approval from their Dean.
If you have any questions, please contact the FinanceLink Service Center at 212-998-1111 or AskFinanceLink@nyu.edu.
November 19, 2015
Due to significant increase in fraudulent transactions for all payment card issuers globally, banks have implemented strict preventive controls to mitigate this fraud risk. As a result, payment card transactions may be declined more frequently due to suspicious triggers or activities.
The Global Payment Card team created a memo with information to assist in identifying triggers for declined transactions and steps to avoid them. This was sent out to Fiscal Officers on October 5, 2015.
Use the subaward invoicing system to manage payments to your subawardees! Click here for more information. A quick reference guide and training video are also available to help you navigate the system.
Questions? Contact the SPA Team Analyst for your school.
February 10, 2015
If you are a student employed by NYU and did not get paid on your regularly scheduled pay date (missed a payment), please contact firstname.lastname@example.org. Please provide the missed pay date, the corresponding dates in which you worked, and the name of your immediate supervisor.
If you need assistance recording your hours worked, please use The Student Employee’s Guide to Using NYU myTime for instructions.
For all other student pay related inquires and assistance please continue to contact PeopleLink at 212-992-5465 or email@example.com.
October 12, 2015 (Updated October 27, 2015)
In an effort to secure and streamline departmental purchases made at the NYU Book and Computer Stores, the paper, approved purchaser “lists” maintained by the Stores will be retired immediately.
Going forward departmental purchases made at the NYU Book and Computer Stores can be made using the following widely utilized and easy to use methods: