Please note the following guidelines on submitting expenses to the Politics Department for reimbursement:
Business Trips:
Separate receipts into each individual trip.
Include a statement of the purpose of the trip and
the inclusive dates.
Include credit card statements, particularly when
foreign currency is involved (probably means you will get a better
conversion rate).
Consider using the per diem rate rather than
submitting individual receipts for meals. Individual receipts are only
advantageous if you spend over $50 per day on meals. (Meals in this context do not include
business meals, with guests.)
Circle any alcohol on itemized meal receipts.
Indicate which account you would like expenses to be
charged to (e.g. research account).
Business Meals:
Separate receipts into each individual business meal.
Credit card receipts must be accompanied by the
receipt showing the actual items consumed.
Include a list of guests and their affiliation, as
well as the purpose of the meal (e.g. to discuss research).
Identify all alcoholic beverage costs.
Indicate which account you would like expenses to be
charged to.
What will NOT be accepted for processing:
Receipts older than 6 months. This is in conformity with university
policy.
Requests for reimbursement for purchases over
$1,000. University departments do
not have the authority to purchase most goods costing more than $1,000 on
a direct basis*; these should be processed through Purchasing Services, in
advance of purchase. Even though these expenses may be deemed permissible
by the university, they may not be reimbursable – such expenses cannot be
paid using personal funds and submitted to the university for
reimbursement.
- Requests for reimbursement for money paid to outside people. You cannot pay anyone directly for services rendered and seek reimbursement from the university. All matters of payment to individuals must be handled directly through Accounts Payable or Payroll, depending on the circumstances. Please obtain departmental approval before seeking to pay any individual.
For more information on the university's expense reimbursement guidelines, please visit: http://www.nyu.edu/cdv/
