Global Affairs

Financial and Budgetary Guidelines for Global Integration Series Fund

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I. Creating the Budget

The total funding available per semester for the Global Integration Fund is $25k, but the committee will consider multiple proposals per semester and the total funds available may be divided among multiple projects. It is recommended that the budget proposals accurately reflect the true and comprehensive expenses for the event(s). Examples of common expenses include a program director stipend, administrative support (i.e. 51119 hire), fringe benefit expenses (29% in fiscal year 2010) for appointees to payroll, honoraria payments, as well as dinner and meeting, catering, campus media, and travel expenses for speakers including both international or domestic airfare and ground transportation.

Please refer to the sample budgets on the call for proposals page as a guideline.

II. Identify the Financial Officer and Signing Authorization

The budget proposal must identify a financial officer within the department from which the proposal originates who will be responsible for creating the budget, making reservations and payments for all travel plans for guest speakers, paying vendors, requesting JEMS transfers (as needed), appointing 51119 employees to payroll, and all other activities related to the financial oversight of the series. The financial officer for the Global Integration Fund must have access via Brio to the corresponding program code (refer to section III) into which the funds are transferred and will have full signatory authorization to approve expenses.

III. Journal Transfer for Funds

Once the submitted budget is approved, Aly Keves will request a journal transfer into the chosen chartfield.  The transfer must be made into a Fund 20.  It is at the discretion of the Financial Officer whether a new program code should be created for the purpose of the conference/event.

The financial officer must keep a timely and accurate record of expenses, and the Office of Academic Initiatives and Global Programs reserves the right to review expenses at any time.  An expense report must be submitted upon completion of the series, which accounts for all expenses.  Any unused or unaccounted for funds, will be transferred back to the Office of Academic Initiatives and Global Programs.

IV. Purchasing Flights

The travel agents listed below are approved by New York University and are recommended by the Office of Academic Initiatives and Global Programs. All charges should be paid using a departmental Cusiness Travel Account (CTA) and should not be charged to the Office of Academic Initiatives and Global Programs. Please note, if a speaker wishes to buy their own flight, that flight expenses cannot be reimbursed until after travel has been completed. To document a reimbursement, Accounts Payable requires that a detailed flight itinerary including the cost of the flight be submitted along with boarding passes as proof of travel. Please see section VI for more information about tax requirements and the documents required to reimburse foreign nationals working in the U.S. Recommended travel agents are:

V. Accounting of Expenses

a. Per diem for meal expenses
b. Honorarium payments
c. Itemized receipts

All receipts must be original and itemized. NYU Accounts payable cannot accept credit card transaction receipts that only show the total amount paid. If a vendor cannot provide official itemized receipts, please request a handwritten itemized receipt on the vendor’s stationary or business card.

Listed below are common categories used for events and conferences:

VI. Payment of Honoraria and Reimbursement to Nonresident Aliens working in the U.S.

New York University must meet stringent standards set by the I.R.S. when requesting an honorarium payment or reimbursement to a nonresident alien working in the U.S. Please review the required guidelines, which may be viewed using the link below:

http://www.nyu.edu/financial.services/cdv/ts

If you have questions, you may contact:

Zenaida Herold, Tax Compliance Analyst, New York University
726 Broadway, 950H
New York, New York (US) 10003
NYU Mail Code: 1530
Tel: (212) 998-2961
Fax: (212) 995-4387
zenaida.herold@nyu.edu