The University is currently limiting all spending to only essential expenses for teaching, research, and student financial aid. Current spending policies and limitations are summarized below:

• NYU essential spending policy communication
• FAS audit reminders
• NYU research communication
• COVID-19 Information for Researchers from the Office of Sponsored Programs (OSP)
• Travel prohibition
  • Currently, all travel is prohibited by FAS, except for special cases such “a scholar traveling at the request of a government to provide expertise to help stem the COVID-19 outbreak in Italy", quoted from the prior Provost communication

More information about the current FAS Faculty Reimbursement Guidelines is available here.

AP Workflow is a web-based service that allows NYU employees to process and track requests for reimbursements and cash advances. All NYU employees with an NYU NetID can access AP Workflow via the Work tab of NYUHome.

Please refer to the NYU Business Expense Policy and NYU Expense Reimbursement Policy for official guidelines for submitting expense reimbursement requests at NYU.

62160 - Library Privileges

63109 - Copy & Printing

63110 - Office Supplies

63120 - Postage

63130 - Courier Services

63410 - Books/Periodicals

63420 - Periodical Subscriptions

63445 - Tickets (e.g. Museum Ticket)

65170 - Convention Registration & Membership

65182 - Dinner & Meeting/Food

65183 - Alcoholic Beverages

65291 - Membership Dues

65510 - Travel & Living (Domestic)

65520 - Travel & Living (Foreign)

62147 - Purchased Computer Software

There are essentially three different types of expense reimbursement requests:

• Books, periodical subscriptions, membership dues, etc. fall under "Miscellaneous."
• Business meals with faculty, students, and other colleagues fall under "Business Meals."
• Research and conference travel should be submitted under "Travel."
  
  • Please clearly state the dates that you were traveling (e.g. August 12-14, 1991).
  • When you request per diem clearly state the number of days that you were away, as well as the first and last day of travel. Tools for looking up domestic and foreign per diem rates can be found under "useful links" on the right side of this page.
  • Please note that you can only claim 75% of the per diem rate on the days that you travel to and/or from a research location.
  • Receipts in foreign currency need to be converted using the OANDA currency converter (found under "useful links" on this page). You must use the conversion rate for the exact purchase date.

You must provide a receipt for every research expense you claim. The receipt must clearly show a transaction date, amount, and payment method. Before submitting your receipts to AP Workflow, collect your receipts in PDF form, preferably in a single document.

Please remember to include the entire receipt in the image. If the date or price is obscured or illegible you will be asked to provide proper documentation which will result in a delay in your payment. (It's also very helpful for all receipts on a page to be facing the same direction.)

To request reimbursement for a business meal with a colleague you'll need to list their name and affiliation. Restaurant receipts must be itemized and clearly show what food and/or alcohol was purchased. FAS will reimburse you for alcohol consumed on a research trip or at a business meal. You must submit an itemized receipt for all business meals and indicate which items are alcohol. You can be reimbursed for a tip up to 20%.

Please include a brief explanation of what you purchased in your supporting documents.  For example:

• If you bought books please make a note that they are for research purposes.
• If you went to a conference or seminar please give a brief description of the event (a few words is fine) and include your boarding passes and some official conference materials (e.g. a conference agenda).

Please remember that the more organized and detailed your request the better.  A disorganized request will simply take longer to process.

If you submit an advance (e.g. a plane ticket you buy in September for a trip you'll be taking in November) please do your best to give accurate travel dates. This will make it easier to reconcile the advance at the end of your trip.

FAS requires a missing receipt form for *all* expenses for which you do not have a receipt that clearly shows the date, price, and proof of payment. Please submit a form (available here) for each individual missing receipt. Credit card transaction records are not acceptable forms of supporting documentation without a missing receipt form.