Reimbursement Guide

Learn about guidelines, policies, and procedures to submit and receive a reimbursement.

Key Guidelines for Clubs

Do not spend over $1,000 on a single transaction! Contact OSE first before making a large purchase, and to set up a purchase order 3-4 weeks in advance.

OSE reserves the right to refuse any reimbursement request for spending that would be deemed inappropriate or unreasonable.

Instead of a student paying out of pocket, OSE is able to book travel (train, flight, etc) through their departmental travel card, and bill directly to your club budget.

The online reimbursment submission process is initiated only after approval from the VP of Finance is given. Please email your VP of Finance with details of your reimbursement request (total spent, purpose of spending, etc.) and ask that they forward approval to money@stern.nyu.edu. Upon approval, a secure link will be emailed to the student to complete the online reimbursement form.

After submission, if additional information is requested from OSE, the student and/or their clubs' VP of Finance will receive notification that more is required. Otherwise, Accounts Payable will approve the request and make the payment.

Please contact our office about handling corporate sponsorship of clubs. Checks should not be sent to students directly.

PLEASE NOTE: Payments to 3rd Party Vendors who do not accept credit/debit cards are required to provide a completed W-9 to students in order to process all reimbursement requests. Because reimbursements are considered taxable income, failure to obtain a W-9 from the 3rd Party will result in the prevention of the Bursar accepting the reimbursement request.

Requesting a Reimbursement

Forward reimbursement request approval

Email the VP of Finance and ask them to forward your approved reimbursement request to money@stern.nyu.edu within 30 days of the event/expense

Submit the online form

Payee (you) will fill out the online Student Expense Reimbursement Form upon receipt of an automated email link.

Accounts Payable reviews your request

Accounts Payable will review your request and reach out via email if questions arise.

Receive your reimbursement

If your bank account information is on file, your reimbursement will be deposited directly to your bank account; otherwise, your check will be mailed to the address on file in Albert.



Forms

Note: You must be logged into your NYU Stern Google account to access these files.

Student Reimbursement Instructions

Download a copy of the above directions.

Expense Breakdown Sheet

Use this form to report and request reimbursement for travel expenses.

Missing Receipt Form

Use this form in the event necessary documentation is missing or unavailable.

W-9 Form

This must be completed by the vendor in the event cash is used.

Supporting Documents to Upload

See below for details about types of supporting documentation that may be required for your reimbursement. Note: Our office highly suggests students who are requesting a reimbursement to keep scanned copies of their receipts until the payment is made by Accounts Payable.

  • Itemized Receipts

    An itemized receipt lists all items or services purchased. If you do not have an itemized receipt, include a photocopy and Missing Receipt Form. Please note the specific dollar amount spent on alcohol if your receipt does not clearly segregate all line items (e.g. brunch).

  • 20% Tip Policy

    Tip reimbursement must be less than 20% of the pretax amount. NO EXCEPTIONS WILL BE MADE TO THIS POLICY.

  • Proof of Purchase Receipt

    Credit card: Signed credit card receipt with your name on it proving you incurred the charge. If the receipt is not signed or does not have your name, attach a credit card statement showing your name with the line item matching your itemized receipt.

    Cash: Attach a Missing Receipt Form indicating that you paid with cash and a proof of purchase receipt is unavailable. Please avoid paying with cash. Note: A W-9 will be required from the vendor for all cash payments as reimbursements are considered taxable income. Failure to obtain a W-9 from the 3rd Party will result in the prevention of the Bursar accepting the reimbursement request.

    Check: Front and back copy of the check after it has been processed (from bank website).

  • List of Attendees/Recipients

    For anything involving food, alcohol, reservations, entry fees, registration fees, awards, gifts, etc.:

    • Stern Students: First Name, Last Name
    • Non-Stern individuals: First Name, Last Name, Company, and affiliation to Stern

    Gifts to Speakers/Judges/Faculty:

    • Include the name, title, and company for each recipient
    • Gift cards also require the NYU ID# (for students) or social security number (for non-students)

  • Partial Payments/Split Payments

    If the itemized receipt does not match the requested reimbursement, include a Missing Receipt Form with an explanation including the names, NYU IDs, and amounts split per person

  • Travel

    If your expenses involve domestic or international travel (including: airfare, hotel, car rental, etc.), attach a Travel Expense Breakdown Sheet (EXP2000T) form, and a boarding pass or proof of attendance (e.g. conference confirmation email, etc.). Note: Conference registration fees cannot be reimbursed until after the completion of the event and proof of attendance is provided.

Student Reimbursement Policies

Policy If not followed
Board Spending: Professional and Affinity Clubs may spend up to 2% of the year's projected budget or a total $75/person over the course of an entire academic year on non-essential club spending (e.g. officer only events), whichever is higher. All officers in attendance must be tracked and the list submitted during the reimbursement process. The payee will only be reimbursed for the per head allowance unless previously approved by the Office of Student Engagement club advisor.
Contracts: All contracts should be processed through Office of Student Engagement. Students are prohibited from signing contracts and requesting payment through their club/block/core group account. If a student signs a contract, he will be liable for any damages or injuries incurred, including a vendor not providing the agreed upon service. NYU Legal will not support students who independently sign contracts.
Purchasing Equipment: Equipment purchased (i.e. cameras, sports equipment, etc.) must be stored on campus. Reimbursement for equipment must be well explained on the reimbursement form (i.e. purpose for purchasing/intended use). Reimbursement will not be processed until a statement as to the use of the equipment and storage location are provided.
Purchases Over $1,000: Any transaction that exceeds $1,000 must be processed as a purchase order via NYU Procurement. Reimbursements will not be processed until a detailed explanation of why the club did not follow NYU policy is provided.
Gift Policy for Club Officers: Gifts for officers should be reviewed with your club advisor prior to purchase to ensure that they are appropriate. Extravagant gifts for club officers will not be reimbursed. The money will not be reimbursed to the student who purchased the items.
Extravagant Office Dinners: Extravagant officer dinners will not be reimbursed. If you have a question of what is extravagant, please consult your club's advisor. The person who paid for the dinner will be responsible to cover the amount that is deemed "extravagant."
Appropriate Club Expenses: Please be thoughtful of the types of expenditures that the club will be covering for club events (i.e. alcohol). Make sure your club is not purchasing anything inappropriate. If you have a question of what is inappropriate, please consult your club advisor. The person that paid for the expense will be responsible to cover the amount that is deemed "inappropriate."
Insufficient Funds in Club Account: Clubs or Block Groups with insufficient funds will not receive payment/reimbursement. The money will not be reimbursed to the student who purchased the items.
Credit Card Interest: Students will not be reimbursed for credit card interest on expenses. Reimbursement will not include interest amount.