Reimbursement Guide

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

Key Guidelines for Clubs

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.

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.

For handling corporate sponsorships for clubs, contact OSE. Sponsorship checks should not be sent directly to students

The online reimbursement 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.

Review the General Club Spending Guidelines before spending.

Below are a couple of key guidelines most relevant to common events.

  • Reimbursements are for events that have already occurred. Reimbursements cannot be issued for future events and will not be processed until after the event date.
  • Do not spend over $1,000 on a single transaction! Contact OSE for a purchase order 3-4 weeks in advance for transactions over $1,000.
  • NYU will only reimburse 20% of tip, so tip reimbursement must be less than 20% of the pretax amount. No exceptions can be made on this policy.
  • Students are prohibited from signing contracts and requesting payment through their club/block/core group account.
  • Request reimbursement within 30 days. NYU Accounts Payable reserves the right to deny any reimbursement requests submitted outside the 30-day window.
  • Do not use Venmo, CashApp, Zelle, etc. to collect event revenue or make payments.

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. Reimbursements will not proceed without it.

Requesting a Reimbursement

Forward reimbursement request approval

The reimbursement process begins only after the VP of Finance emails approval to money@stern.nyu.edu (within 30 days of the event) who then sends a secure link to complete the online form.

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.



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. Please use the checklist here to review your documents.

  • 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).

  • 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, use a card to ensure verifiable proof of purchase. 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)
    • Appropriate speaker gifts include charitable donations, branded club items, and ‘thank you’ notes

  • 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.

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.