Travel and Business Expense Reimbursement Policy

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This policy applies to all faculty, staff, students, and other authorized travelers. View the current policy, effective through January 31, 2025.

Policy Statement

On February 1, 2025, NYIT is implementing a new travel and business expense policy, with streamlined travel and expense reimbursement rules. For meals and incidental expenses while traveling, New York Institute of Technology ("NYIT" or the "university") will no longer reimburse actual expenses, but will apply a "per diem" rate, so receipts are no longer required for individual meals and incidental expenses. NYIT requires documentation of a reasonable business purpose for other travel or business expenses and will require receipts and payment proof for most costs outside the scope of the per diem allowance. One exception is that receipts are no longer required for reimbursable small costs under $20 such as subways and short taxi rides. Financial Affairs reserves the right to invalidate any expense that appears excessive or outside the scope of this policy and IRS standards.

It is NYIT's policy to support travel and business expenses incurred on behalf of the university. Employees are expected to use prudent judgment when incurring these expenses to ensure efficiency and fiscal accountability. Travelers and other authorized spenders must adhere to the policy in a manner that strives to keep expenses to a minimum and must also assign the costs of business-related expenses appropriately, submit expense reports on a timely basis, provide all required documentation, and attest to the validity and necessity of all costs. Authorizing managers must understand the business need and expected scope of travel and business costs and render independent judgment on costs submitted for reimbursement as their basis of approval. Deans, Vice Presidents, department chairs, directors, PIs and other managers may set reimbursement thresholds below the guidelines imposed by this policy, such as a fixed dollar cap for costs of a complete trip. In no case may any manager approve reimbursements in excess of the policy.

NYIT acknowledges that every travel or business expense cannot be defined and quantified; therefore, the university relies on the professional and ethical judgment of the traveler or authorized spender. Employees, students, and all others authorized to spend on behalf of NYIT are personally responsible to read and understand this policy and its limitations regarding reimbursement. Those who deviate from the policy must be prepared to provide a reasonable written explanation to Financial Affairs. Final decisions regarding qualification of expenses for reimbursement, including taxable reimbursements, will reside with the Vice President for Financial Affairs.

Purpose

This policy is written to provide travelers, authorized spenders, and approvers with specific procedures to ensure efficiency and fiscal accountability for NYIT business expenditures. The policy is designed to meet IRS standards for an "accountable reimbursement plan" so that qualified reimbursements to employees are excluded from taxable income. Further, the policy ensures that all university-funded purchases are authorized and in compliance with federal, state, and local laws and regulations, as well as other NYIT rules and policies.  

Definition

Key Policy Elements

• NYIT will pay for reasonable and necessary expenses incurred by faculty, staff, students and eligible guests for authorized business travel and other business needs. Travel and other expenses for spouses, partners, children and guests of college employees will not be paid for by NYIT unless they are eligible guests as defined above.
• An individual's daily commute to and from their residence and home campus/primary work location is not eligible for travel or mileage expense reimbursement payments.
• Authorized spenders must incur the lowest reasonable expenses that meet business needs and exercise care to avoid impropriety or the appearance of impropriety.
• NYIT will not prepay or reimburse travel or business expenses that are incurred by a third party. NYIT will not make cash advances for any traveler. NYIT will not reimburse any costs paid with a pre-funded gift card, credit card points or credits, or airline miles and credits.
• Generally, travelers and authorized spenders are expected to pay for and request reimbursement for their own expenses. In an instance of group travel when expenses are incurred for or by another party, the traveler must include a full report of expenses paid on behalf of others and refrain from claiming reimbursement for expenses paid by others. A list of co-travelers with shared expenses must be reported on each expense report and shared cost receipt.
• All travel and business expenses paid by NYIT must comply with all other university policies, including but not limited to the PCard policy, purchasing policy, grant funding restrictions, federal, state and other local laws, and any other special guidance imposed by a restricted funding source.
• Apart from limited, pre-approved exceptions, NYIT will not reimburse upgrades to business or first-class airfare.
• NYIT prohibits employees from traveling to foreign countries and any areas listed as "Level 4" by the U.S. State Department. NYIT cannot guarantee an employee's safety for any travel, and travelers should be particularly careful when traveling to areas listed as "Level 3," which are noted as areas for which one should "Reconsider Travel." It is the traveler's responsibility to monitor conditions that may interfere with safe travel at any time. Before making any international travel plans, the traveler must check the U.S. State Department web page for current information and adhere to all governmental and local advisories and guidance.
• Financial Affairs reserves the right to make final decisions regarding adequacy of documentation, compliance with submission deadlines, taxability status of reimbursements, and final reimbursement amounts.
• Documentation requirements for expenses have been reduced or eliminated for certain expenditures. The new requirements are summarized in the table below:

Receipts and Proof of Payment

Procedure

1. Trip Planning

1. Prior to incurring expenses for any planned trip of three days (two nights) or longer, the traveler must obtain approval from the President, VP, Dean, or Director. Exceptions to prior approval are permitted for short stays and emergency travel.
2. If an employee chooses to drive a long distance rather than fly, then a drive-versus-fly cost comparison must be completed and submitted for approval along with the authorization form. The cost of the least expensive option will be reimbursed.
3. If traveling by rail, itemized receipt must be provided for fares exceeding $20.
4. Amtrak Acela and Business class are permissible for faster single-day travel as well as for overnight trips when the fare is less than cost of driving (mileage, tolls and parking.)
5. There is no NYIT recommended travel agency, but one may be used for savings or efficiency such as group travel. Purchasing must pre-approve travel agents as vendors before travel arrangements are made. Payments to travel agents must be via direct university payment or PCard.

2. Lodging

1. NYIT will reimburse reasonable lodging expenses when the authorized travel is 120 miles or more from the traveler's residence or home campus and requires an overnight stay.
2. Travelers may use a PCard or personal credit card to guarantee the reservation.
3. NYIT will reimburse lodging costs at conference rates for conference travel. For non-conference travel, the traveler should seek reasonably priced accommodations near the ultimate business location. Reimbursement will be limited to twice the lodging rate for the destination city (not including taxes and additional surcharges) as designated by the GS1. If lodging expenses exceed this rate, additional justification is required.
4. Based on a business or conference itinerary and changes in time zones, a traveler may need to arrive at a destination up to two nights before the first day of a conference/business event, and up to one evening following the event's conclusion. Dates of stay in excess of those limits are considered personal and are not reimbursable.
5. Hotel charges for additional persons in the room who are not eligible guests under the definition above will not be reimbursed. Charges for room service, mini-bar and other discretionary fees are covered by per diem and will not be reimbursed.
6. An itemized hotel receipt and proof of payment are required.

3. Meals and Incidental Expenses (M&IE) (Per Diem)

1. In lieu of reimbursement for individual meals and incidental expenses "M&IE," NYIT will provide a per diem, or daily payment, to employees and others traveling on university business. The per diem allowance is separate from lodging, transportation, and conference registration expenses. The traveler does not provide receipts for M&IE to receive per diem reimbursement, although the traveler must substantiate business purpose, dates of travel, and report meals paid or provided by another traveler or third party.
2. Per diem will apply to union and non-union University employees, students and third parties authorized to travel at the university's expense. No party may approve per diem allowances in excess of this policy.
3. Employees entitled to per diem are prohibited from using a PCard to pay for their meals or incidental expenses, except in the instance described below of a senior employee paying for a group meal. Use of a PCard for any other meal may invalidate per diem for the entire trip.
4. Domestic M&IE per diem rates are based on the U.S. General Services Administration "GSA" Guidelines, which vary by city location. NYIT will reimburse based on calendar year travel dates.
5. International per diem is set by the U.S. Department of State, with daily rates set by country and city. (View a breakdown of M&IE.)
6. Per diem allowance covers the following:
   • Meals. Expenses for breakfast, lunch, dinner and related tips and taxes. On the first and last day of travel, employees will receive 50% of the standard M&IE per diem rate. No other per diem adjustments are made for those days.
   • If a meal is included in a conference registration fee, or paid directly by someone else (vendor, co-worker or other fellow traveler) the employee must report those meals, which will be deducted from per diem as itemized within the M&IE schedule.
7. When traveling with other employees and/or guests of NYIT, a VP, Dean or the most senior employee may pay for a group meal. The total cost is eligible and payment via PCard is preferred over a personal card. All employees, including the payer, must deduct the meal from their per diem allowance for that day. The payer must provide an itemized receipt and list the names and titles of all employees and guests in attendance.
8. For pre-scheduled and contracted events during travel, a manager from the funding department may pay via PCard only. The event reservation and contract should be included with the PCard reconciliation. Per diem adjustments and attendee lists are required.
9. Adjustments to per diem are not required for complimentary meals provided by hotels or airlines when included in the base fares for lodging and transportation.
10. Incidental expenses which are covered by per diem, and are not independently reimbursable, include the following:
    • Tips for luggage handlers, hotel services, and parking services.
    • Internet, Wi-Fi, cell phone and other communication services.
    • Beverages and snacks.
    • Receipts are not required for per diem reimbursement. Per diem allowances are not advanced but are claimed as part of the travel expense report after the trip has concluded.
11. For travel and expense reports that cross calendar years, per diem rates will be based on the rates in effect on the first date of travel.

4. Local Travel

1. Local travel generally does not qualify for reimbursement for overnight or meal expenses. Exceptions may be made under this policy for special circumstance as determined by the traveler's manager, such as a local conference that requires an overnight stay.
2. Recruiting and admissions employees whose positions include local travel are entitled to reimbursement of mileage, tolls and parking for personal vehicles. When such trips require the employee to be away from home for twelve hours or more (but not overnight), the employee may receive a $30 daily per diem in lieu of meals and incidentals. Receipts are not required.
3. Employees whose jobs provide taxable allowances for travel to local destinations, including vice presidents, faculty covered by a CBA, or other fixed agreements, are not entitled to additional reimbursement of local travel costs such as mileage, parking, tolls or public transit.
4. Other employees engaged in local travel are entitled to mileage reimbursement as described below, as well as parking, tolls, public transit and other qualifying travel costs.

5. Mileage Reimbursement

1. The use of personal automobiles for NYIT business is reimbursed at the IRS-personally-owned-vehicle rate per mile, plus tolls and parking. The mileage reimbursement rate includes all vehicle-related operating expenses (e.g., depreciation of vehicle; gas and oil; EV station charges, maintenance, accessories, parts, and tires; personal auto insurance; and state and federal taxes).
2. Qualified auto mileage charges are reimbursed at the IRS rate in effect at the first travel date.
3. Mileage or any other travel expenses that are incurred for travel between an employee's residence and a home campus, regardless of distance, are considered personal commuting expenses, and are not reimbursable. Remote and hybrid staff and faculty are not eligible for reimbursement when traveling to campus.
4. Mileage must be documented to support reimbursement (e.g., summary address-to-address record mileage log, navigation app displaying travel miles, etc.), dates of travel. Approving managers are responsible to ensure the accuracy of all mileage claimed for reimbursement.
5. When multiple individuals are traveling to a common destination, an effort should be made to carpool. Only the driver of a vehicle that was used for the trip may claim reimbursement.
6. Employees are required to have appropriate private auto insurance, including liability and property damage coverage, before using their auto on NYIT business. Vehicles must be operated in accordance with all standard safety and local traffic laws. NYIT will not reimburse for traffic, parking, or other personal auto violations.
7. Mileage reimbursement is permissible for:
   • Employee traveling to a temporary work location that is not their home campus.
   • Employee travel between two work locations on the same day, excluding commuting portion, and unless disqualified by 4.C. above.
8. Mileage is not reimbursable for rented vehicles.

6. Rental Vehicles

1. The use of a rental vehicle is authorized when the cost is more economical than another type of transportation or when the destination is not readily accessible through other transportation. Additional expenses, such as ground transportation to/from airport to lodging, parking, gas and tolls must be considered when comparing alternative options.
2. When selecting a vehicle for rental, travelers should identify the lowest cost vehicle which meets the traveler's business needs. Luxury and oversized vehicles are not permitted for reimbursement. Vehicle upgrades are permitted to accommodate employee ADA needs. If an employee has family or other personal guests on their trip, the difference for a larger vehicle and personal add-ons must be deducted from the reimbursable base cost.
3. Car rental companies will require the employee renting an automobile to present a valid driver's license and personalized credit card. In most cases, an employee may use their PCard or their personal credit card. When using a PCard, only the employee renting the vehicle and another named and licensed NYIT employee may drive the vehicle. Employees who intend to allow family or someone other than an NYIT employee to drive the vehicle are prohibited from renting with an NYIT PCard and must rent with their personal credit card.
4. Travelers may add to the rental contract costs for automatic toll payments and GPS services. NYIT will reimburse those costs for dates of business travel only.
5. NYIT carries auto insurance that covers vehicles rented for university business, so the traveler should decline additional insurances offered by the rental company. In the event of an accident with a rented vehicle, the employee must immediately document all incident details and report the event to the NYIT New York campus security office. NYIT auto insurance may not cover losses associated with non-business driving.
6. NYIT will not reimburse for additional insurance costs, added services for days beyond the business travel, additional driver fees for someone other than an NYIT employee, and personal items (such as car seats.) A fully detailed statement of charges must accompany the rental reimbursement or PCard claim. NYIT will deny any disqualified charges.

7. Air Travel

1. Airfare must be pre-approved when the trip duration is three days (two nights) or more. Employees may fly on standard commercial airlines. Transportation connected with business travel should be purchased at the lowest reasonable coach/economy fare that meets the needs of the university and traveler. Incremental costs up to $100 per roundtrip for seat assignments or extra legroom, especially on long flights, are considered reasonable. Travelers are encouraged to utilize available airfare discounts and book with as much lead time as possible.
2. Travelers may make their own reservations using their assigned PCard or personal credit card. Departmental administrators or managers must use a PCard to purchase airfare for students or other employees for travel within the departmental budget to avoid risk of personal loss in the event of trip cancellations (see refund policy below.) Airfare purchased on a personal card is reimbursable only after the travel is completed.
3. First-class and business airfare seating upgrades are reimbursable only when contractually required; pre-approved by President, Provost, General Counsel, or VP Financial Affairs; or as mandated by ADA needs. Other travelers may add upgrades using their own funds or airline points but may not use a PCard to pay for the upgrades. A receipt must isolate the base reimbursable cost from the upgrade charges.
4. Grant-funded travel must comply with grant requirements, such as use of U.S. based commercial airlines for international travel. It is the traveler's responsibility to adhere to travel restrictions imposed by specific grants. For individual grant rules, the traveler is encouraged to contact OSPAR prior to making travel arrangements.
5. NYIT will not reimburse travelers for their personal costs related to travel, e.g., passports or other government IDs; TSA Precheck, Global Entry, CLEAR or similar security privileges; airline, credit card or other travel club memberships. NYIT will reimburse costs for visas, vaccinations or other costs required for business travel to certain destinations.
6. Travelers may be reimbursed for airline fees and related costs when flight changes and cancellations are due to weather, airline delays, or other events outside the traveler's control. NYIT will not reimburse travelers for airline change fees and related costs due to the traveler's error (e.g., missed flight due to traffic delays enroute to airport.)
7. NYIT will reimburse only for airfare required for the business purpose. Unnecessary travel stops and incremental airfare for personal time should be avoided, but if incurred, are at the expense of the traveler. Traveler must provide an alternative direct price quote dated on the purchase date of the multi-leg flights.
8. Charter and private airlines, helicopter travel and other non-standard flights are generally prohibited and may only be considered when no reasonable alternatives exist, and they may not be covered by NYIT travel accident insurance. Such travel must be pre-approved by President, Provost, General Counsel or VP Financial Affairs.
9. For reimbursement, airline receipt with traveler's name, travel dates and times, and detailed airfare cost elements are required. Failure to provide a valid receipt or other necessary documentation may result in a substantial reduction from the claimed fare.
10. NYIT recognizes that most boarding passes are electronic, so a copy is not required when a corresponding hotel receipt or other proof of presence at destination is provided. If there is no alternative proof of presence at destination, traveler must provide copy of boarding pass.
11. Attendance at a site or conference is insufficient support for airfare costs without receipts.

8. Conference Registration and Other Travel Expenses

1. Conference registration fees may be prepaid using a PCard, requisition/purchase order, or personal credit card. Receipt must show registrant's name and date of event. When paying for multiple registrants, all names and NYIT affiliation status must be indicated. Personal card reimbursements are paid after trip completion.
2. Business-related banquets or meals that are provided by a conference may be paid with the registration fee or reimbursed. These meals must be deducted from the traveler's per diem.
3. Discretionary activities such as golf outings, sightseeing tours, spa activities, and other personal entertainment costs not included as part of the general conference fee will not be reimbursed by NYIT.
4. Miscellaneous expenses incurred in connection with travel not covered under a defined section of this policy (such as ground transportation and airline baggage fees) may be reimbursable expenses. Itemized receipts are required for all expenses in excess of $20.
5. PCards may be used for Uber, Lyft, or taxi on single use basis only.
6. Personal expenses related to travel, such as gifts, personal toiletries, and medical items are not reimbursable.
7. Personal travel insurance is not reimbursable.

9. Business Expenses (Other than Related to Travel)

1. Allowable business expenses outside of travel include costs that provide a clear benefit to NYIT. Costs may not be extreme, excessive or of a personal nature.
2. Office supply and reasonable pantry purposes (coffee, water, Kleenex, light cleaning supplies) are to be made through the purchasing system rather than reimbursement. Expenses may be reimbursable only for emergency replenishment of small value items.
3. NYIT recognizes that occasional department gatherings may support employee morale. On a limited and reasonable basis, the cost of such events is reimbursable when pre-approved by the President, VP, or Dean. On the New York campuses, departments are encouraged to use NYIT Dining Services to eliminate the need for personal reimbursement and avoid sales tax.
4. For scheduled and contracted events hosted by NYIT, a manager other than the VP or Dean may pay the event cost using an NYIT PCard.
5. Alcoholic beverages consumed during business meals involving only faculty or staff will not be reimbursed. However, entertainment, hospitality and business meetings conducted and/or authorized by the President, VP, or Dean may include alcohol if a business purpose is provided. NOTE: Alcohol is an unallowable cost for federal grants and may not be charged directly or indirectly to sponsored projects.
6. Reasonable meals for recruiting, retention, or other employee-specific discussions may be reimbursable with documentation of purpose, and when pre-approved by department head.
7. With pre-approval from President, VP, or Dean, NYIT will permit reimbursement of reasonable cost for flowers or similar token gifts to employees and key contacts for events such as birth of child, death in family, or recovery from illness.
8. Professional development courses, memberships or licenses held in an employee's name are reimbursable when they are needed to fulfill required professional credentials and licenses.

10. Prohibited Reimbursement Purchases

1. Employees must use a PCard or a purchase order when paying costs in NYIT's name, such as university organizational memberships, subscriptions, licenses and permits. Invoices issued in NYIT's name may never be paid via personal funds.
2. Purchases of any IT item, furniture or equipment with the use of personal funds are prohibited and will not be reimbursed. Such purchases must be pre-authorized by IT or Facilities Management through standard NYIT purchase order processes.
3. Purchases of research equipment, chemicals or other controlled materials must be pre-authorized and purchased through standard NYIT purchase order processes, or when permitted by OSPAR or Health and Safety, via PCard transactions. Such purchases using personal funds are not reimbursable.
4. NYIT participates in Amazon business and has direct access to Amazon. To obtain an Amazon business account, please contact Purchasing for set-up and training. All Amazon purchases must be delivered directly to an NYIT campus address. Employees may not use personal funds or PCards to make Amazon purchases unless such transaction has been pre-approved in writing by Purchasing.
5. NYIT purchases all office supplies through WB Mason. To obtain access to a WB Mason account please contact purchasing to set up a WB Mason account. To use the WB Mason website, you must have an NYIT PCard.
6. In order to be reimbursable, any online purchases must list an NYIT campus location for the delivery address. With the exception of 9.G. above, NYIT will not reimburse any items delivered to personal homes or other non-approved locations.
7. Purchases of gift cards, whether through personal card or on a PCard are prohibited unless they have been pre-approved by Financial Affairs.
8. All personal services may only be processed through standard purchasing processes. Payment for personal services via personal funds or NYIT PCard is prohibited at all times and is not reimbursable.
9. Employees are prohibited from hiring a travel agent that may create a real or apparent conflict of interest. Payments to travel agents may never be made using personal funds.
10. Group celebrations of private events, such as wedding/baby/birthday celebrations are personal expenses and not reimbursable.
11. Purchases of departmental or NYIT-branded clothing or swag are not reimbursable but may be purchased through standard NYIT purchase order processes or by PCard.
12. Donations to political campaigns, including event tickets or table seats are prohibited. Donations to non-profits require pre-clearance of the organization's 501(c)3 status by Financial Affairs. All organizations soliciting "donations," awards, and event attendance purchases must be cleared in advance by the President, Provost, General Counsel or CFO. Any donations or event purchases exceeding $5000 must be pre-approved in writing by President or Provost. Payments may only be paid via standard NYIT purchase order process or PCard. Payments may not be made with personal funds and are not reimbursable.
13. For PCards and reimbursable payments, authorized spenders are prohibited from "splitting" large purchases into multiple smaller transactions for the purpose of avoiding dollar thresholds and documentation standards.

11. Submission Requirements

1. NYIT does not reimburse any personal conference or travel expenses in advance of a trip. When using a personal credit card, travelers must wait until trip is complete for reimbursement. If arrangements are being made more than one month in advance, and traveler prefers not to wait for reimbursement, a PCard must be used for advance purchases. For business expenses, items must be delivered prior to requesting reimbursement.
2. Travelers must submit a separate Travel and Expense Reimbursement form for each trip or related business expenses. Total expenditures must be entered in detail on the Travel and Expense Reimbursement form. Names of all co-travelers and employees with whom expenses were shared must be reported. Related charges paid by PCard and third parties should be reported as paid by NYIT or another party.
3. Travel and Expense Reimbursement form must be accompanied by all required receipts and documentation. For all expenses costing $20.01 to $100.00, a receipt is required. For purchases of $100.01 or more, both receipts and proof of personal payment are required for all non-cash transactions. Proof of payment includes: corresponding credit card statement; bank statement (for debit transactions); or PayPal, Venmo or other electronic funding support. Payment document may be an extract but must show account holder name, last four digits of account number, transaction date, vendor and amount. PDF copies of all documents are accepted in lieu of originals.
4. A Missing Receipt Affidavit must be completed when receipts are missing for PCard transactions over $20. When claiming personal expense reimbursement for transactions between $20 and $100, a credit card or bank statement and transaction description may suffice, and the Affidavit is not required. For all transactions over $100 with missing receipts, the Affidavit must be completed, and any alternate transaction support, such as credit card statements, should still be provided. Multiple missing receipts should be filed on a single report. The form must be signed by the authorized spender. When total missing receipts exceed $200, the form must be signed by the employee's manager. The Affidavit form may be used for personal or PCard transactions. Financial Affairs may reject missing receipt affidavits in cases of inadequate documentation or repeat loss reports.
5. Foreign transactions will be reimbursed based on credit card statement values or NYIT determined exchange rate. Vancouver employees and students will be reimbursed in CAD$.
6. Per diem rate must be entered based on travel location. Complete per diem section with dates of travel and indicate meals provided by other parties. The Travel and Expense Reimbursement form will automatically calculate adjusted per diem reimbursement amounts. Please do not submit receipts or proof of payment for any meals or incidentals that are covered by the per diem allowance. NYIT may recover disqualified M&IE charges on a PCard through receipt of employee's personal check or deduction from expense reimbursement.
7. Travel and expense reimbursement forms must be submitted within 60 days of completion of trip or business expense. Authorized spender must complete the Travel and Expense Reimbursement form and submit with supporting documents to the approving manager. Within 90 days of final expense, the authorized spender or manager must submit the Travel and Expense Reimbursement Form to Financial Affairs at expensereimbursements@nyit.edu. It is the spender's responsibility to ensure that their reimbursement documents have been submitted to Financial Affairs on a timely basis.
8. Reimbursements submitted beyond 90 days must include a valid explanation for late submission. Financial Affairs will make the final determination of whether to pay any late reimbursement, and if so, its taxable status.
9. For all trips over four weeks or one month, an authorized spender is required to submit reimbursements requests on a recurring, monthly basis. The 60-day and 90-day limits apply.

12. Refunds and Cancellations

1. PCard: If traveler used an NYIT PCard to purchase travel reservations or make any business expense that is subsequently delayed or cancelled, traveler must inform Accounts Payable immediately and take all reasonable actions to minimize cancellation penalties. Credits must be issued back to the PCard; cash refunds are prohibited. If credits (such as airfare) can only be listed in traveler's name, the traveler must use the credit for next available NYIT travel. Traveler is prohibited from using PCard credits for personal travel or personal expenses.
2. Purchase order: If a payment was issued by Accounts Payable for a pre-paid registration or other deposit that was canceled, the vendor should be instructed to refund that deposit to NYIT. Employees should contact Accounts Payable to coordinate the refund.
3. Personal credit card or other personal payment source: If an employee uses personal funds to book travel that is subsequently canceled, the employee is entitled to any refunds or credits for personal use. If the employee receives airfare credit that is subsequently applied to a future NYIT trip, the receipts documenting the original purchase, issuance of credits and subsequent use of credits must be submitted for reimbursement support. Employees may keep personal credits for any cancelled business expense that have not and will not be reimbursed by NYIT.

13. Travel Insurance

NYIT provides business travel accident insurance and travel inconvenience insurance for employees engaged in international travel. For domestic travel, employees are required to have health insurance coverage that is sufficient to address their needs while away from home. NYIT will not reimburse the cost of personal travel insurance purchased by employees.

14. Policy Violations

NYIT acknowledges that every travel and business expense cannot be defined and quantified, so the university must rely on the integrity and judgment of the employee or authorized spender. Employees who substantially deviate from the policy should be prepared to provide a reasonable explanation to the Vice President Financial Affairs. NYIT may enforce corrective action, up to and including termination, if there are serious violations or fraud in accordance with applicable policies or rules.

15. Workday Travel and Expense Reimbursement Features, Effective July 1, 2025

1. Paper forms will no longer be required, as Workday's expense reimbursement module will provide segments for input of all necessary details, including links to GSA and IRS tables, and will calculate amounts due. GSA and IRS rates will automatically update based on destinations and dates of travel. Approvals, receipts, proof of payment and other documents must be uploaded directly to Workday to accompany each expense report.
2. Workday's expense reimbursement module will include direct links to the NYIT PCard, and will serve as the site for reconciling all PCard transactions whether for travel or other purposes.
3. Workday will include an optional pre-travel authorization process that provides departments the opportunity to commit budget funds for individual trips, set total spend limits and authorize non-standard travel costs.

Documentation

• Reporting Instructions
• Reporting Form: XLS | PDF
• Missing Receipt Affidavit Form: XLS | PDF