Revised 4-1-2008

These guidelines are designed to assist the Department Administrators in completing the appointment and budgetary work that supports the Arts and Science Study Abroad Programs. Please feel free to contact the Art and Science Summer and Study Abroad Office with any questions or comments. We very much appreciate your help.

1.       Budget Organization:

Courses – all expenses related to courses, including salaries.

Program – all expenses related to group travel, including student housing, group excursions, honoraria for guest speakers and office/phones etc.

Administration – all expenses related to administrative duties/staff, including administrative stipend, graduate assistant/RA stipends, per diem, airfare, and housing.

2.       Courses: Faculty Appointments

Faculty/Instructors

Departments should appoint all faculty appearing on the Courses page under “Salary” through regular NYU Payroll processes. Appointments should be submitted to Payroll and will be sent by Payroll to Fiscal Services for approval.

For 102s, the Additional Compensation form should be used to appoint faculty to teach their course (non-titled).  For 112s, the appointment should be made on the Turn Around Form from the PAF database.  As a general note, please do not cross out current appointments when marking up the Turn Around Form.

For all faculty appearing under the “Instructor Expense (non-NYU faculty paid abroad)” column, the processes vary by country and program. Some programs have a bank account abroad from which they pay local salaries.

Others may need to be paid by honorarium, which requires the “Payment to Individuals” form from Accounts Payable. If you have never done an honorarium form, note you will also need to do a simple “invoice” to back up the honorarium.

Important Note: 

Please remember when appointing faculty who teach in the study abroad programs that, when appointing full time NYU faculty, on the Turnaround document (TAD), under "clarification", please write:

               "Please make a lump sum payment of [$AMOUNT] on the payment date of [DATE] for work during Summer 2008"

                The date should be July 1 for summer session I and August 1 for summer session II.

3.       Administrative Appointments:

1.       Program Directors

A & S Summer and Study Abroad handles the appointments of the Study Abroad Directors.  (Note that 102s are appointed as additional appointments with the title of Director of NYU in Berlin, for example, using the additional appointment form). 

2.       Graduate Assistants/Program Assistants

Appointment: If these student assistants are NYU graduate students, they should be appointed through Payroll as 119s. The Departments handle the appointments of all 119s. The Departments should:

o   Officially appoint GAs by submitting a turnaround document from the PAF Database along with On Campus Employment Application from the Wasserman Center (signed by the student and the Center).

o   Provide GAs with customized appointment letter.

o   Provide GAs with GA Memo Guidelines (attached)

Payment: The hourly rate, the amount of hours worked per week, and the stipend amount for work during the program are each set by the A & S Summer and Study Abroad office. 

These 119 positions are paid by an hourly rate submitted on timesheets. This includes payment of the stipend set by the A & S Summer and Study Abroad. In order to receive the total stipend amount, all 119s should prepare timesheets to accumulate the total stipend amount over the course of the summer. These timesheets must be prepared before the student's departure and submitted during the summer by their departments. Please make sure these timesheets (1) do not exceed 35 hours a week of work, (2) stay within the dates of the program, (3) in sum, equal the total stipend amount.  

3.       Resident Assistants

RAs are also appointed as 119s and should be appointed following the same procedures for the GAs (see above). Payment and Air Fare for RAs follow the same guidelines for GAs (RAs do not receive a per diem).

4.       Per Diems:

For staff receiving a per diem reimbursement, note that the per diem should be for the period they are working on the program, our rate is $50 per day. The correct amount is entered in the budget. A per diem is requested as a Travel Advance before the staff leave, since they need the money while abroad. Please do this six weeks before the program start, so there is time for Accounts Payable to process the advance.

Note: Per Diems are not guaranteed to GAs but are issued in most cases. Please check with the budget issued by the A & S Summer and Study Abroad office.

For 2008, please follow the guidelines below:

1.       File the ADV3000 form, located at the Controller’s Division website: http://www.nyu.edu/cdv/site20/forms/ap.html

2.       Enter the correct amount allotted for the individual’s per diem based on the program budget distributed by the A & S Summer and Study Abroad office.

3.       Please submit all paperwork directly to Carmen at 4 Washington Square North, RM 443. After receiving Travel Advance requests from all the programs, we will submit all paperwork to Accounts Payable.

4.       The deadline for submitting Travel Advance requests depends on the launch date of your program, please review the deadlines.

 

5.       Airfare:

1.       All Directors/GAs will be allowed to book one roundtrip economy ticket from New York City to their program destination site for the dates of the program. They may not book a flight to a different city or include stopovers or other additional travel.

2.       Please follow the guidelines below:

3.       Person flying must be approved for airfare on the program budget.

4.       Only economy travel to the site can be approved

5.       Additional travel, stopovers or extended stays are not allowed

6.       Directors/GAs place a reservation on hold with a travel agent.

7.       Directors/GAs forward their itinerary to the Department Administrator.The Department Administrator will check the price against the program budget issued by the A & S Summer and Study Abroad office and if approved by the budget,the Administrator will provide payment to the travel agent using their department’s AMEX BTA. Once the itinerary and flight receipt arrives, the Administrator will double check it and send both copies to Ann.

8.       Once the Administrator receives the AMEX BTA bill for the purchased flight, the Administrator will file the Business Payment Form (BUS5000) using the Summer chartfield and Q number (program). Please submit it directly to the A&S Summer and Study Abroad office for signature.

 

ALL PROGRAM STAFF TRAVELING ABROAD MUST  RETAIN TICKET STUBS AND BOARDING PASSES FROM THEIR FLIGHTS AND RETURN THEM TO THEIR DEPARTMENT ADMINISTRATORS.

Alternately, if Directors/GAs book and pay for their ticket themselves, the administrator can reimburse them, but only once with travel is completed and they must have their boarding passes and all original receipts. Airfare budgets: note that we have used the standard economy round trip airfare to each location. Actual airfare may be slightly higher or lower, but it is significantly higher (more than $200 more), then it needs approval. Speak to Ann in that case.    

Important Note: Each program has been assigned a unique Q number (program) in order to track budgets in FAME. Please see chartfield below and please make sure that you use your Q number for all transactions and appointments. If you do not know your Q number, please contact our office.

       Summer Study Abroad Chartfield Information:

ACCT	FD	ORG	PRM	PROJ
_ _ _ _ _	10	95006	Q _ _ _ _ _	n/a