## Reimbursement Document Checklist

**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

**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

**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. 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.

**9. Life Events.**

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

**10. 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](https://www.stern.nyu.edu/sites/default/files/2023-10/2023%20STARS%20Handbook_Oct23%20Upate.pdf)) Handbook, April 2023
New York University, University Policies, [Travel and Expense Policy](https://www.nyu.edu/about/policies-guidelines-compliance/policies-and-guidelines/business-expenses.html), effective September 1, 2021