How do I forward my NYU email or reset my NYU password?
These pages provide guidance on forwarding your official NYU E-mail address (NetID@nyu.edu) and resetting your NYU password.
How do I get an NYU ID if I am not an NYU student or employee?
Affiliate ID cards are available to interns or volunteers working in research labs in the Biology Department. ID cards are necessary in order to gain swipe access to restricted lab areas. These requests must be processed through NYU’s legal channels and the entire process takes about a week to complete if the steps are followed closely and quickly.
- Affiliate completes the “Research Affiliate ID” questionnaire with their PI (faculty sponsor).
- The PI forwards the questionnaire to a Department Administrator who will initiate the process with the legal office.
- The Department Administrator will contact the affiliate and PI once the legal department sends the Volunteer Agreement Form and the Release Form for the affiliate to complete and sign. If the affiliate is a minor then a parent or guardian will also have to sign.
- Bring the original hard copies to the Department Administrator for processing.
- Once Legal and HR have approved the request, the Department Administrator notifies the affiliate that the ID Authorization Form is ready for pick up. The form is taken to an NYU Card Center located inside the Command Center on the ground floor of 7 Washington Place (at the corner of Mercer Street). Hours of operation can be found on their website
- Once the affiliate has their ID card, they can request access. See the FAQ on how to request lab access.
Important notes on renewals
The legal department determines how long Affiliate IDs are active. Right now they have set a 3 month limit. This means that the PI, Affiliate, and Administrator will have to repeat this process every 3 months for the duration that the affiliate is at NYU. If you need to renew a Research Affiliate ID card, please initiate the process with your Department Administrator at least 2 weeks prior to the current card’s expiration date. You will have to get a new ID card with each extension. Be sure to surrender your old ID or you will be charged a $15 replacement fee.
How do I get swipe access? Change my access? Or fix my access?
Requesting access for the first time
Complete the Building Access Request form on our forms page. The form must be approved by your PI or your labs designee. Once the Department is notified of the approval, your access will be processed and activated within 3 business days.
Changing your swipe access
If you already have a Building Access Application form on file, you may email a requested change or addition to firstname.lastname@example.org. You must cc your PI for approval. Again, allow 3 business days for the change to go into effect.
My card stopped working, what do I do?
Send an email to email@example.com. In the email include your name, N#, net ID, and the location where your access did not work (building, floor, room). The administrator will contact the card Center on your behalf to resolve the problem.
If you recently graduated then your student ID card has probably been deactivated. In order to continue working in your PIs lab (unpaid), they will need to request a Research Affiliate ID Card for you. Please see the FAQ on “How do I get an NYU ID if I am not an NYU student or employee”.
If you have a Research Affiliate ID, please make sure your card is not expired. You may need to renew it. See the FAQ on “How do I get an NYU ID if I am not an NYU student or employee”.
How do I record a presentation, Live Stream, or Video Conference in Silver 1003?
The following services are available in Silver 1003:
- Self service video recording of presentations and speakers.
- Video Conferencing USB camera compatible with many apps including Google Hangouts, Skype, GoToMeeting, FaceTime.
- Live Streaming either to NYU-Net exclusively or to the public on YouTube Live.
A setup guide is posted on the podium and available here, Room Silver 1003 AV Setup. Presenters must complete and sign the NYU Recording Talent Release Form before recordings can be distributed.
Use the Biology Computational Request Form to request Live Streaming services in Silver 1003. A 3 business day lead time is required. Presenters must complete and sign the NYU Recording Talent Release Form before your event begins. A member of the Biology IT Team will coordinate the setup and management of the Live Stream during your event.
How do I register my computer/laptop on the Department's network?
How do I renew my Research Affiliate ID?
The legal department determines how long Affiliate IDs are active. Right now Legal has set a 3 month limit. This means that the PI, Affiliate, and Administrator will have to repeat this application process every 3 months for the duration that the affiliate is at NYU. If you need to renew a Research Affiliate ID Card, please initiate the process with your Department Administrator at least 2 weeks prior to the current card’s expiration date. You will have to get a new ID card with each extension. Be sure to surrender your old ID or you will be charged a $15 replacement fee.
See the FAQ on how to request an Affiliate ID for the full protocol and questionnaire here.
How do I reserve the auditorium or a classroom in the CGSB (Center for Genomics & Systems Biology, 12 Waverly Place)?
The auditorium and classrooms in the Genome Center (12 Waverly Place) do not belong exclusively to the Biology Department. They are considered general use classrooms and are therefore managed by Classroom Assignments. Please work with them to secure the room for your event by emailing firstname.lastname@example.org. Because these rooms are used for classes, scheduling meetings during the academic year can be difficult and often Classroom Assignments can not confirm space requests until the semester is underway and classes are all assigned rooms (since priority is given to using these rooms as classrooms).
If you are a member of NYU Biology, an administrator from the department will work with Classroom Assignments on your behalf. Contact a Department Administrator with the date, time and a brief description of your meeting/event. We will do our best to help you gain access to the space you need.
If you are interested in scheduling your course into the Genome Center please be aware of a few things. While Biology does not manage these rooms directly, the Department gets priority booking for its courses (other Science Departments get priority after Biology and before non-science departments). When requesting a classroom in the Genome Center, you increase your chances of getting space if you qualify for priority.
- The course enrollment should be at least 80% of the room’s capacity (see table below).
- The enrollment cap of the course (as listed in Albert) can not be greater than the room’s capacity.
- The course needs to follow a traditional NYU course schedule. For example; a course that meets on Mon and Wed from 11am-12:15pm is a traditional schedule. A course that only meets once a week for a longer period of time is not a traditional schedule.
A course which does not meet criteria 1 & 3 may still receive a room in the Genome Center, however without priority the chances are not as good. There is no guarantee that a request will be granted even with priority since NYU has an overall classroom shortage.
12 Waverly Classroom Information
How do I get my MTA (Materials Transfer Agreement) processed and signed by NYU?
Many times when requesting research materials from another educational institution or company you will be asked to sign a Material Transfer Agreement or MTA. All MTAs, no matter how simple, have to be processed through NYU’s legal channels.
- Fill out the MTA as best you can. Please make sure to list the PI as the user since the MTA will stay with the lab no matter how long a particular researcher will be at NYU.
- Fill out the required internal MRD form.
- Submit MTA and MRD as a signed hard copy and an unsigned electronic form to the Department Administrator who will maintain a copy in the Biology office and forward to our contacts in the Office of the Industrial Liaison.
- The Office of the Industrial Liaison does any negotiating with the supplier and will be in contact with you if they have additional questions. They will send you and the supplier a fully executed copy of the MTA.
- The best way to expedite the process is make sure the MRD form is filled out quickly and forwarded along with the MTA. Many companies automatically send the MTA to the Office of the Industrial Liaison, but without the internal MRD form nothing will happen and the process will be delayed.
How do I get my poster printed in the Biology office?
Send posters to email@example.com using your NYU e-mail. The department offers a same-day printing service, and printing for the annual research events. Biology faculty, researchers, staff and declared students performing research in either a department lab or with an external research supervisor are eligible to print posters.
The submission deadline for the same-day poster printing service is 2:00 pm on business days. Posters received after the deadline will be printed the following business day. Printed posters will be available by 4:30 pm. Printing is not available during the NYU Winter Recess or when the Biology office is closed, see the NYU Office Holiday Calendar.
The submission deadline will be announced by the event coordinator for annual events like the Undergraduate Research Conference, MS Poster session, PhD recruitment, Non-retreating Retreat, CGSB Symposium, and DG Symposium. Please allow plenty of time to print your poster as the printer gets backlogged before these events.
We stock 36 inch wide Semi-Gloss paper. The required page size is 24 inch wide x 36 inch tall for department annual events. Other conferences will have different size requirements, but we only stock 36 inch wide paper. A typical page size is 36 inch x 48 inch (i.e. page size ARCH E). Posters are not waterproof. Bring a poster tube or plastic bag when rain is expected. We do not print draft copies.
PDF files are preferred, but we also accept MS PowerPoint, MS Word, Open Office, Adobe Illustrator or encapsulated postscript (EPS). Please ensure that all required fonts and images are embedded in the file. Edge to edge (i.e. full bleed) printing is available. Keep text and images at least 3mm from the edge to ensure they are not clipped.
How do I order basic office supplies for our lab/floor?
The Department covers the cost of basic office supplies as a part of indirect costs. Since office supplies come from Department funds, administrators process all office supply orders and requests. The department only provides office supplies from Staples, the preferred vendor. Send your request via email to the Administrative Aide for ordering.
- The Department will not cover reimbursements for lab supplies. If you purchase office supplies from the NYU bookstore, amazon, or any physical store PI funds will have to be used for reimbursement.
- The Department only covers printer toner for one color laser printer per floor or suite. If your lab has their own printer, PI funds must be used to cover the cost of toner.
- The Department only covers basic office/kitchen supplies and will not pay for office supply items that will be used for research/experiments. Those supplies can be ordered on PI funds through iBuy by the lab designee.
- Supplies the Department does not cover: Appliances, blank CDs/DVDs, cork boards, picture frames, ear plugs, headphones, jump drives, book ends, business cards, calendars, chair accessories, clipboards, clocks, computer accessories, copiers, cords/cables/hubs, day planners, desk lamps, dry erase boards, fans, foot rests, heaters, ink stamps, lab notebooks, label makers, organizers, paper cutters, scanners, scientific calculators, shredders, storage bins, or any premium supplies. Those supplies can be ordered on PI funds through iBuy by the lab designee.
How do I order lab supplies?
Faculty/labs are encouraged to place their own lab supply orders whenever possible. This insures you are getting the correct items and speeds up the process. Each lab is allowed a designee who can place orders in iBuy (NYUs online procurement system). To gain iBuy access see the instructions below. There is also the option of granting shopper access to multiple lab members. This allows individuals to log in and see the iBuy system and build carts which they can forward to the lab designee.
When the lab needs to order items that are not available in iBuy then they must go through the Biology Department’s Budget Assistant (this includes credit card orders). Send a link to the item for purchase and chartfield for use via email to firstname.lastname@example.org for processing (cc the PI). Please allow 2 business days for processing since all orders go through 1-2 approval levels in the Department before being submitted for fulfillment.
How to get iBuy access or shopper access
Email the Budget Assistant with the following information (cc PI):
- Full Name
- Net ID
- Email Address
- Department Address (include floor, room, zip)
- Phone and Fax Numbers
- Role: Designee or shopper account
All designees are required to take the online i-Buy training session and are required to attend a Departmental training in order to be granted access to the system. The Departmental training will go over department rules of use, unallowable charges on grants, approval processes, and record keeping and retention.
NYU Buying & Paying Website
How do I reserve a Biology conference room?
The Department has 2 conference rooms available for use; 1009G in the Silver Center and 805 in the CGSB. We also have access to 1003 in the Silver Center, which is shared space with Chemistry. To request use of a Biology conference room, fill out the Room Request form on the forms page. Someone will check availability and get back to you to confirm your reservation. For Silver 1003, send an email with all details to email@example.com and someone will check the availibility with Chemistry and confirm your reservation.
- Faculty and researchers are encouraged to use the lab conference rooms for regular routine lab meetings. Those rooms are managed by the labs who use them.
- Research lab conference rooms can not be used for teaching. We also try to avoid using our conference rooms or 1003 Silver for teaching.
How do I set up a videoconference with someone in Abu Dhabi or Shanghai?
You can video conference with someone in Abu Dhabi by using the Polycom unit in room 805 (the boardroom) of the CGSB. To request use of the Biology conference room, fill out the Room Request form on the forms page. Step-by-step instructions on how to use the equipment are available in the boardroom, or you can request assistance from the Biology IT team by filling out the Biology Department Computational Needs Request Form.
How do I submit a reimbursement or advance?
If you have paid out-of-pocket for business related expenses such as supplies or travel you can seek reimbursement. All faculty, grad students and researchers are required to process their own reimbursement requests through AP workflow. New employees are added to the system as a part of the on-boarding process. However if you find you do not have access, please contact the Financial Analyst to be added to the system. To learn how to use AP Workflow, look in the iLearn channel of NYU Home (under the work tab). We have also created a quick guide to help you with the process. If you run into trouble please contact the Budget Assistant for help. All expenses, regardless of the manner of purchase, must support the missions of the university in addition to all externally funded project policies used to cover the costs. Please consider the following unallowable reimbursement claims before purchasing a business expense out of pocket:
- Any one item claimed for reimbursement, deemed as non-travel and non-meal, cannot exceed $1,000. Items that are $1000 or over must have been pre-approved by the department before purchase and should be purchased through iBuy when possible.
- Third party reimbursements are not allowable. Under no circumstances can a person claim reimbursement for an expense paid out-of-pocket by another person. The original payee of the expense must file for reimbursement directly to the university. This policy includes non-university affiliates. This means PIs can't buy plane tickets for their whole lab to go to a conference and get reimbursed for everyone's expenses. Each person must make their own purchases and seek their own reimbursement.
- Office Supplies cannot be claimed as a reimbursement. These orders must be routed through the dept for prior approval and purchase unless you are using faculty unrestricted funds.
- For business travel that requires air travel, flights must be performed by a US flag carrier in compliance with the Fly America Act. If you qualify for an exemption it must be well documented at the time of purchase. Contact the Financial Analyst for more details.
Submitting Your Reimbursement through AP Workflow
- Select the correct approval path. If you are unsure which path to use please contact the Budget Assistant, or the Financial Analyst.
- Indicate yourself as the contact.
- Double check that the home address selected is current as the system does not purge outdated addresses and new addresses populate the bottom of the list and not the top.
- These are the most common account codes you will encounter. Insert into the first 5 digits of the chartfield section:
- 65510 — Travel – Domestic
- 65520 — Travel – Foreign
- 65550 — Travel – Local (no overnight stay)
- 65182 — Dinner/Food (include tax & tip)
- 65183 — Alcohol (must ALWAYS be separated out from any food charge)
- 63210 — Lab Supplies/Small lab equipment <$3,000
- 62100 — Equipment costing >$3,000
- 63110 — Office Supplies
- 64305 — Property or Equipment Repair
- Alcohol must always be separated out of a meal/food receipt and charged to its own line under account code 65183. If no alcohol was charged during a meal, it is helpful to write "No alcohol purchased" on your receipt.
- If you are unsure about what chartfield to use, first talk to your PI. Then contact the Budget Assistant or the Financial Analyst for help.
- *Remember that alcohol, office supplies, membership fees (even when it makes meeting registration cheaper), journal subscriptions or grant writing costs are never allowed on federal projects.
- You will attach an electronic copy of all supporting documentation on the preview page. As a general rule of thumb, all receipts must be itemized, show the total cost of purchase, and proof of payment. If any information is missing, then the documentation is considered insufficient and you will need to include a signed “missing/inadequate doc report”. You will need a missing/inadequate doc report to accompany each insufficient document. The form must be included along with the insufficient documentation, it cannot replace it.
- Your reimbursement request will get routed to the Financial Analyst for review before it is sent to the next level of approval. If there are any issues, you will be contacted with the necessary corrections needed.
Additional Instructions for Travel Reimbursements
- Register your travel through NYU Traveler whenever possible. If you are traveling with undergraduate students, using NYU Traveler is required.
- You must include your boarding passes for reimbursement so be sure to retain them during your travel.
- The business purpose of your trip must be explicitly stated. If it is not clear from your documentation you must upload a statement that explains the reason you took the trip and how it related to working at NYU. Additionally, you must include proof that you attended the business reason for the travel (i.e. meeting program, name tag, letter of attendance from the organization, etc.).
- Meals can be submitted as one of two methods (but cannot be a combination).
- Submit as Receipts: There is no maximum amount on daily claims if submitting receipts. Each meal receipt must be itemized.
- Submit as Per Diem: You can claim up to $50/day for domestic travel. The first and last days of travel must be prorated. Foreign travel has different per diem rates depending on the site. Refer to Office of Allowances site for rates under the “M & IE Rate” column.
Travel reimbursements can only be submitted within 30 days once you have returned and the trip is completed. You may request an advance beforehand, which will require an extra reconciliation step, which falls under the responsibility of the requester to do, once the trip is completed. Any un-reconciled advances will be considered taxable income as the university will assume that the travel was never executed. If advances are left outstanding, then AP will reject any future advance requests.
- To close out an advance, you will create a reimbursement request. The reimbursement will follow the same guidelines explained above, which will include the details and amounts of the charges claimed in the advance and you may include any other expenses that were incurred during the travel.
- On the main page you will indicate the advance amount in the “Invoices Information” section. Find the correct advance in the drop down labeled, “Outstanding Advances”.
- Once you have selected the advance, the advance amount will automatically deduct from the “Grand Total” line in the “Expense/Account Detail Information” section. The grand total will be $0, unless you included expenses that were not included in the advance, then the grand total will reflect the total amount of the additional expenses.
- For reimbursements for departmental expenses (anything covered by department funds instead of lab funds) you must first contact one of the Department Administrators who will review the expense and either provide you with a chartfield, or handle the reimbursement for you, whichever is appropriate for the situation.