Reimbursement Document Checklist
1. Travel
Stern Teaching and Research Supplement (STARS) Handbook, Version 5, September 1, 2020
New York University, University Policies, Travel and Expense Policy, effective September 1, 2021
- Business purpose and proof of attendance
- Registration receipt or event/meeting materials that indicate name, date and venue
- Invitation or email request to speak
- Provide abstract, and list the collaborators’ name and affiliation, research related meetings, and/or institutions visited
- Supervisor's approval (Administrators only)
- Transportation
- Air: boarding passes, airline itinerary, airfare receipt
- Rail: passenger tickets that indicate cost, date and time
- Car/Taxi: car rental, car service &/or taxi receipts that indicate date
- 20% maximum tip reimbursement(pretax)
- Explanation for any non-evident or extra travel, for example a multi-leg trip
- Hotel folio or itemized bill for lodging. NYU’s maximum allowable room cost is $300/day excluding taxes.
- Exceptions must be approved by Stern’s Chief Fiscal Officer before travel
- When submitting an exception, please submit search NYU Traveler backup
- Exceptions must be approved by Stern’s Chief Fiscal Officer before travel
- Meal receipts that are itemized
- Tips should not exceed 20% of the pretax total
- Segregation of alcohol expenses
- Per diem, limited to 7 calendar days, requires documentation of trip arrival and departure
- U.S. dollar equivalent and a service description should be written onto or near foreign receipts
- Currency conversion rate from either:
- Credit card statement
- Internet conversion rate on date of service/purchase (xe.com Travel Expense Calculator or Oanda are suggested)
- Receipt from exchange service indicating rate and fee
- Business purpose and attendees & affiliation
- Original itemized receipt and proof of payment
- Segregation of alcohol expenses
- Tips should not exceed 20% of the pre-tax total
- Meetings between Stern employees fall under Team Building
- Should not exceed $200 per person per year
- Consists of the entire team
- Paid for by the most senior administrator
- Includes new hire lunches between new hire and immediate supervisor
- Original receipt and proof of payment
- Current monthly itemized bill
- Explanation of excess usage and/or roaming charges
- Employee may be reimbursed up to $65/month if the employee is routinely on call and needs a cell phone to perform his or her position effectively (Administrators only)
- Must be approved by Department Head
- Internet is not reimbursable (Administrators only)
- iBuy must be used
- Print-out summarizing the type and amount of purchase, the date, and total cost
- Proof of payment required, such as credit card statement or transaction summary
- Class list for class meals.
- Recipient name for gifts. If cash gift is $25 or more, also need Student ID # or Social Security # and address. Gift cards are treated as cash.
- Mileage verification using Google Maps or a similar site
- Toll and/or parking receipts
- NYU employees are not allowed to pay for guest travel arrangements, such as hotel or air fare. A department CTA card may be used, or the guest will be reimbursed directly from NYU.
- In order to comply with federal regulations, NYU employees should not directly pay for professional services themselves.
- Life event expenses such as birthday celebrations, baby, and wedding showers are not reimbursable.
- The University generally does not reimburse transportation to/from an employee’s residence to/from Stern. However, expenses for travel from business related events after 9 pm will be considered for reimbursement.
- Economical options (ex: taxi, Uber, and Lyft) must be used for exceptions
Stern Teaching and Research Supplement (STARS) Handbook, Version 5, September 1, 2020
New York University, University Policies, Travel and Expense Policy, effective September 1, 2021