1. Travel

• 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
• 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

2. Non-travel Meals relating to business meetings/events

• 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

3. Team Building (Administrators only)

• 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

4. Telephone, cell phone, and internet access

• 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)

5. Office Supplies/Hardware

• iBuy must be used

6. On-line purchases

• 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 

7. Class meals or student awards OR prizes

• 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. 

8. Private vehicles used for NYU business

• Mileage verification using Google Maps or a similar site
• Toll and/or parking receipts 

9. Guest Tavel and Third Party Payments

• 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. 

10. Life Events.

• Life event expenses such as birthday celebrations, baby, and wedding showers are not reimbursable.

11. Car Service

• 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

Original resources:
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