Updated: September 10
The University currently prohibits all non-essential University-related international travel until further notice. We also encourage members of the University community to keep domestic air travel to a minimum and to pay close attention to conditions in areas within the US prior to travel. No upcoming non-essential travel will be reimbursed during this period, unless it is approved by the University’s Travel Review committee. If you believe a specific trip should be exempt from this policy and wish to seek an exception, please email details of your proposed trip to email@example.com.
This policy does not apply to students, faculty, and staff returning to their home campuses.
Please note that in accordance with CDC guidelines, any member of the University community who has traveled internationally will be required to self-isolate – and work remotely – for 14 days following their return.
Furthermore, New York State requires that travelers who have visited a state that has “significant community spread,” must quarantine for a period of 14 days when entering New York. (The requirements do not apply to any individual passing through designated states for a limited duration – i.e., less than 24 hours – through the course of travel.) All NYU community members arriving into New York after traveling to an affected states are required to fully comply with this order by self-isolating and working remotely for 14 days following their return.
The current list of affected states is posted on this New York State website.
In addition, prior to booking any travel (including domestic), please review the University’s April 4, 2020 email from, which states:
“Other than Personal Services (OTPS) expenses should be reduced except for essential purposes, with particular attention to travel, including conference travel; meals; use of consultants; etc.”
For the time being, NYU funds cannot be used to support projects that involve travel by members of the NYU community. The one exception is for travel that is currently underway.
This travel policy applies to all University-funded travel, including travel between campuses and sites. As is the case with other University-funded travel, if you believe a specific trip should be exempt from this policy and wish to seek an exception, please email details of your proposed trip to firstname.lastname@example.org.
University Travel Reimbursement
Any employee or student who is canceling NYU-sponsored travel due to the new travel guidance that would have been otherwise reimbursable must ask the airline or travel provider for a refund or a voucher for future travel. If a full refund is not available, and cancellation fees are incurred, proof of charges should be submitted to Accounts Payable just as if the employee traveled (in most cases, the cancellation fee, or in cases where no cancellation is permitted, the cost of the ticket) for a reimbursement. Travel originally charged to a sponsored program for which a refund is not available may remain on the grant.
All requests to Accounts Payable submitted by an employee or on behalf of a student for reimbursements must include appropriate documentation for the reason the trip was canceled and either the (1) cancellation fee or (2) evidence that the ticket was non-cancellable/changeable. Employees should ensure this additional information is submitted with their reimbursement requests in AP Workflow. If you require additional information, please contact email@example.com.
NYU-funded Travel Currently Underway
School community members that are currently traveling on NYU-funded travel may continue as planned. If you have not done so already, it is recommended that you register your trip with NYU Traveler so that NYU Public Safety can assist in case of emergency. Expenses for trips already underway will be reimbursed upon return to campus.
Extramurally funded grant and contract awards, where travel is required as part of the scope of work, may be exempt from University travel restrictions. In these instances, an exception request to the policy should be sent to the University's Travel Review Committee (firstname.lastname@example.org). The following criteria will be taken into consideration when reviewing the request:
- the destination is accessible and not under US or country specific travel restrictions/prohibitions,
- the destination where work is to be conducted is open for operations at the time of planned travel and destination requirements are followed,
- that any and all NYU travelers register with NYU traveler,
- that if travel is curtailed/cancelled noncancellable travel costs are an allowable expense on the sponsored project and
- NYU will be held harmless by the sponsor for non-performance if travel is not possible on the originally designated date(s).
Non-essential, personal travel should be avoided whenever possible. All travel increases your risk of getting and spreading COVID-19. If traveling within the Tri-State area or to non-restricted states, precautions such as physical distancing and proper mask use should be practiced. Avoid bars, parties, and large gatherings. Travel to restricted states or abroad will result in required quarantining. If students or employees have symptoms of COVID-19, were diagnosed with COVID-19, or were in close contact with a confirmed case of COVID-19, they should notify the COVID-19 Prevention & Response Team.
We urge you to keep in mind that travel restrictions can change rapidly with little notice. Depending on where you go, you may encounter challenges in departing a country or area, or face difficulties when you try to return. Should you need to conduct essential international travel, we are encouraging members of the community to plan on extra time for travel and register your trip with NYU Traveler to access Public Safety assistance while traveling.
NYU's current travel restrictions do not apply to inbound travelers planning to visit NYU (except for countries and domestic regions with US entry restrictions and/or widespread, ongoing COVID-19 transmission; please refer to the CDC website for information and updates). That said, given how quickly the situation is evolving, inbound travelers from other countries should know that there is a high level of uncertainty regarding whether they will be able to be admitted to the US, whether they will face quarantine, and whether they will be able to return to their home countries in a timely fashion. We therefore discourage visiting faculty speakers and candidates from other countries from traveling for conferences, graduate open houses, etc., and encourage departments to find means to support remote participation in events and activities.
If NYU had agreed previously to pay for travel for a guest, and the guest incurs cancellation fees related to canceled or rescheduled travel, these expenses should be reimbursed using the standard guest reimbursement process in i-Buy. If a school or unit is unsure if a travel reimbursement was authorized, they should contact their school or unit fiscal officer. Questions regarding the i-Buy guest reimbursement process should be sent to email@example.com.