Key Considerations Before Issuing Payment
Before submitting a student payment request, please review NYU’s Business Expense Policy to ensure that the payment is compliant with university policy.
In addition, please review the following tax reporting guidance:
- Reimbursements for US citizens/permanent residents carry no tax reporting responsibilities so long as they are for valid NYU business purposes and submitted within 60 days.
- US citizens/permanent residents being paid for brief work must include payment on their W-2.
- Undergraduate US citizens/permanent residents not on NYU’s payroll will be issued a 1099 if they receive payments greater than $600 in a calendar year.
- Non-resident aliens receiving payments must be entered in GLACIER, a tax treaty evaluation database for non-resident aliens, except for reimbursements so long as they are submitted within 60 days and are for valid NYU business purposes. Tax treaty with home country determines taxability and whether 1042-S and/or W-2 will be issued at year end.
Reimbursing a Student
Student Expense Reimbursement Form: This form is to be used by NYU students to request reimbursement for University business expenses. If the reimbursement is for travel expenses, include the Expense Breakdown Sheet (Travel). The Department Administer (DA) for your department has been granted approval authority to approve student reimbursements. Once the DA approves, the completed form, along with receipts etc, should be emailed to email@example.com for processing.
Awards & Prizes for Students
Student Awards & Prizes Form: This form is to be used to request a payment to an NYU student for an award or prize. Email completed form to firstname.lastname@example.org for processing. US Citizens/permanent residents receiving an award or prize will receive the Tax Status of Scholarship and Fellowship Awards letter. Non-resident Aliens will be prompted to register in Glacier to determine taxability.
Contact the Steinhardt Finance team at email@example.com for additional information.