SPS Policy Guidelines for Travel and Expense Reimbursements

The Adjunct Faculty member has the option of preparing their own expense report for Professional Development and Technology Fund reimbursements within the Concur System. However, prior to submitting it, they must contact the SPS Budget Office, for a compliance review. Alternately, they can continue to use the SPS Budget Office as a resource in preparing the expense report. (sps.budget@nyu.edu)

The expenses that are being submitted for reimbursement must be consistent with the expenses included in their approved Adjunct Professional Development or Technology Fund application. Per policy, only expenses that were approved during the application process will be reimbursed. Requests should not be submitted in excess of the applications caps of $1,250.00 for the Adjunct Professional Development Fund, and $500 for the Adjunct Technology Fund. A copy of the NYU approved application form must accompany all submissions.

Highlighted Changes in Oct 30, 2023 NYU policy update:

NYU no longer issues travel advances. If an adjunct faculty member uses personal funds for air travel, conference registration, hotels, etc. they cannot submit for reimbursement until after the event/travel/purchase has taken place. 

In order to take advantage of NYU’s scale and procure the best possible rates flights, rails and hotels should be booked using the NYU Travel and Expense solution, Concur, that can be accessed through the Travel & Expense tile of the NYU Home Dashboard. Travel booked outside of the NYU travel booking tool is discouraged.

• Frequent Flier miles or reward points used to cover university expenses will not be reimbursed.
• Expenses made through third party payment sites such as Venmo, Zelle, PayPal (Personal Payment), Auction Sites will not be reimbursed.
   

• Compared to hotels, fractional rentals such as AirBnB, VRBO, etc. present a greater risk to NYU affiliates from a life safety perspective. 
• Home sharing/rental platform usage is permitted for NYU funded business travel, but its use is generally discouraged.
• The accommodations cost of a fractional rental are eligible for reimbursement. NYU will not reimburse or be responsible for costs or liabilities related to theft, damages or injury occurring at the fractional rental property.
• The use of a fractional rental is at the user’s own risk, and the user accepts personal responsibility for any incident that may occur during the stay.
• If booking fractional rentals, the GSA (General Services Administration) per diem limits for lodging should apply.

Adjunct Professional Development Fund:  10-44090-PDF01-WSQPJ

Adjunct Faculty Technology Fund: 10-44090-L7902-WSQPJ

Last Updated: September 25, 2024