If you are submitting more than a few receipts, please provide a cover memo and/or excel spreadsheet (click here to download template) with your reimbursement request that includes a brief description of business expenses (purpose of trip), the period they cover, and the funding source.
Prepare your claim in the following manner:
- Tape as many receipts to a single page of 8.5 x 11" paper as you can fit without covering other receipts. Please leave some space between receipts, and do not allow them to extend off the paper, as they will be scanned.
- Don’t place tape directly on top of any printed areas of the receipt, as tape dissolves the ink.
- Number the receipts to correspond to the descriptions on your spreadsheet or cover memo.
- If you did not obtain a receipt for a purchase, note the expense on your spreadsheet (with date, etc.) and indicate that a receipt was not available and the reason why (this is only an option for small expenses). You will need to sign a “missing receipt” form for each missing expense document.
- On the spreadsheet, enter a description of each receipt ("food," "taxi," "hotel," etc.) along with the date, amount and currency. For food receipts, please also note whether the category is “breakfast”, “lunch”, “dinner,” or “other” (groceries, snack, drink).
- For expenses in foreign currency, list the amount in the local currency and do notconvert it to U.S. dollars – Anthropology staff will do the conversion as specified by NYU. However, if you paid for a local currency expense on your credit card, or have ATM/currency exchange receipts showing the rate of exchange, you may submit the credit card statement or other documentation showing the exact conversion rate charged. Currency conversion fees are also acceptable expenses to claim for reimbursement.
- Meal receipts…
- must always be itemized in order to show alcohol purchases. If you do not have an itemized restaurant receipt, you must note the amount paid for alcohol on the summary bill (write “no alcohol” if there wasn’t any), and sign a missing receipt form.
- If there was any alcohol included in a restaurant or supermarket bill, please star * or mark with an A on the receipt and separate that cost on another line in the spreadsheet (e.g., if you had a $10 dinner and a $5 beer, totaling $15, put $10 as food and $5 as alcohol on two separate lines with the same receipt number - tips and tax on the whole bill can be included with the food portion -- you don't need to calculate what percentage was for alcohol; simply subtract the alcohol amount from the total bill).
- Identify by name and affiliation any guests whose meals you paid for.
Claims should be submitted to the appropriate administrator relative to the account to be charged. If you are not sure who should handle your claim – or if you have any questions – contact the Department Administrator.