Below are key points taken from the University’s Business Expense Policy. The full policy is available here: http://www.nyu.edu/about/policies-guidelines-compliance/policies-and-guidelines/business-expenses.html
Please note that if you are traveling on a grant, the funder’s expense policy may be more restrictive.
Please also note that if you are traveling outside the US, your health insurance will not be valid. The University can add you to a policy that will provide coverage while overseas. Visit NYU Traveler for more information.
>> go to NYU Traveler
“Individuals who travel on University business are reimbursed for meal expenses they incur. The University reimburses meal expenses in two ways: according to actual, substantiated costs, or at an established ‘per diem’ rate.”
“Travelers cannot switch between these two methods in one trip; the method the traveler chooses applies to all meal expenses incurred throughout the trip.”
“Gratuities for meals are deemed part of the meal cost and will be reimbursed by the University provided these are reasonable (that is, do not exceed 20% of the total meal cost).”
“Individuals who travel on University business are encouraged to select University-preferred properties, when available. If University-preferred properties are unavailable, individuals should select standard accommodations at reasonably-priced mid-market hotels on or close to the location of the business using $300/day without meals and taxes as a standard maximum cost guideline.”
“The final hotel folio, which reflects all charges made to the room, is required for reimbursement.”
“Travelers are expected to choose lowest priced, most feasible airfare available at the time of booking.”
“Travelers are expected to purchase economy class travel.”
“Business class travel may be allowed for flights that are transoceanic and continuous for greater than six hours, but must be pre-approved by the Dean or Senior Leader of the unit or the travel will not be reimbursed.”
“Premium economy will be reimbursed without prior approval of the total cost of the upgrade is less than $100 and continuous flight time is greater than six hours.”
“Travelers are expected to choose the lowest economy priced fare available.”
Note that this means you may not travel by Acela, which is considered business class. If you do travel by Acela, you must provide evidence of the economy rate for a comparable trip as this is the allowable amount for which you will be reimbursed.
“Costs related to rental cars are deemed valid business expenses when renting a car is less expensive or more feasible than other transportation options available.”
“To minimize risk and liability to yourself and to the University, you are advised to determine and understand the insurance provisions and requirements of the University before renting a car for business travel, as well as to determine from the rental car agency what your insurance coverage and liability responsibilities are.”
“Students are not covered under the University’s insurance program.”