When traveling you must follow the University policies on Business Travel Expenses or you may not be reimbursed.
Outlined here are key elements of these policies. On further pages you will find more detailed information, links to the University’s policies, and also instructions on how to submit a reimbursement claim. If you have a question that is not answered here please ask the Department Administrator for guidance.
- Get a receipt for absolutely everything. Unless you are traveling on a per diem (see below) you must submit original receipts for all expenses you are claiming for reimbursement.
- Submit receipts in a timely manner. Receipts for reimbursement must be submitted to Anthropology Department staff for processing ***within 30 days*** of return from travel. If you are conducting field research and will be away for longer than one month, you may send batches of receipts (email or hard copy) to the department for processing.
- If you are missing or cannot obtain a receipt for a particular expense, you will need to sign a Missing/Inadequate Documentation form indicating the nature, date, and amount of the expense and provide a reason why a receipt is not available.
- All restaurant receipts must be ***itemized*** with alcohol noted. If you cannot obtain an itemized receipt you will also need to complete a Missing/Inadequate Documentation form.
- NYU will ***not*** reimburse gratuities larger than 20%.
- NSF and other U.S. government agencies ***do not*** reimburse for alcohol.
- Save and submit all boarding passes along with your receipts (every boarding pass from every leg of your flight or train travel).
- Consider per diems! If you travel on a per diem you will receive a certain amount per day to cover food expenses, which means you will not need to obtain or submit receipts. Per diems can be obtained in advance of travel.
- Faculty must not make out-of-pocket purchases for students or researchers. Travel arrangements, including those made for students and researchers, should be made using the established University mechanisms (i.e., the department’s travel agent, or Egencia).
>> More on Per Diems and Advances
>> More on Allowable Expenses
>> How to Submit a Claim for Reimbursement