Student Reimbursements

The process requires students to contact their school administrator to start the request. The student cannot initiate the form directly.

• Initiation: You must contact your school/unit administrator (admin) to initiate the reimbursement or payment request
   
• Form Access: The school admin will generate an email to you with a one-time use link to the online form
   
• Attachment Requirement: You must attach valid, itemized receipts and/or documentation (clear photo or scan) to the form to avoid payment delays. The maximum file size per attachment is 5MB or less
  
  Note: If you are missing a receipt, you may be required to complete the Missing / Inadequate Documentation Form

The form is accessed exclusively via the one-time use link sent to you by your school administrator. The link does not expire.

After you receive and click the unique link, you must complete the following steps:

• Enter Details: Fill in your student name, University ID, and a clear Description & Business Purpose for the expense
   
• Itemize: Enter the Item Amount and Item Description for each expense, then click Add Item
   
• Attach Receipts: Upload the necessary attached file(s)
   
• Certify & Submit: Certify the charges and click Submit Form
   
• Confirmation: You will receive a confirmation email with your Payment Request ID once submitted

You have three options for receiving payment: Direct Deposit, Check, or Cash

• Direct Deposit:
  - Non-cash payments are issued to your Bursar Electronic Suite (eSuite) Direct Deposit account
  - You will be notified via automated email once the payment is approved and issued
  - If the bank information is incorrect, payment is returned to NYU, and the Bursar's Office will notify you to revise the information in eSuite
   
• Physical Check:
  - If you are not enrolled in direct deposit, a check will be mailed to the Mailing Address listed in NYU Albert/SIS
  - If no Mailing Address is created, the check defaults to the Permanent Address
  - You can update your address in the Albert Student Center or via the Change of Student Information Form (PDF)
   
• Cash Reimbursement:
  - Only total requests of $300 or less are eligible for cash
  - You must explicitly select the cash option button on the online form
  - You will be notified via automated email when the payment is ready for pickup at the StudentLink Center (must bring a Photo ID)

You can check the status of a request by contacting your School Requestor or by emailing FinanceLink. A brief description of the various request statuses is provided below:

• Open: You have not yet submitted the form. Please contact the student and have them submit the form
   
• Initiated: The link to the form has been emailed to you. Please check with the School Requestor for any updates
   
• Pending Group Approval: Approval is pending from the School Approver. Please contact the appropriate School Approver for updates, or for your expediting your request(s) if urgent
   
• Pending AP Approval: Waiting for Accounts Payable review. Contact Accounts Payable for any updates
   
• AP Hold: Typically due to an invalid receipt or a policy issue. Contact Accounts Payable for any updates
   
• Paid: Payment has been issued. For any updates, please check with the Bursar's Office

For ALL payment-related questions (e.g., where is my payment?, why partial payment?, missing check/direct deposit?, etc.), please contact your School Requestor, or by emailing or calling the FinanceLink team at 212-998-1111.

International Student Tax Note (Awards & Prizes)
Payments for Awards & Prizes require your GLACIER Tax Prep (GTP) profile to be set up to prevent payment delays. All international students and scholars are required to report this to the US Internal Revenue Service (IRS) each year.

Administrators act as the initial Requestor and/or the Approver in the student payment workflow. You are responsible for ensuring compliance and correct Chartfield allocation.

• Initiation: The student cannot start the form; you must initiate the request to trigger the unique link
   
• Employee Status: If a student is also an employee, they can be listed as a “requestor” on their own form
   
• Compliance: You must ensure the student attaches valid, itemized receipts. Refer to the NYU Business Expenses Policy for eligibility

The form is accessed through Albert SIS. To generate the student's link:

• Log in to NYUHome and search for Albert SIS
   
• Navigate to Administrator > Albert SIS
   
• Go to: NYU Modifications > NYU Student Financials > AP Student Payments > Send Expense Reimbursement Email
   
• Enter the student's Campus ID (N#) and click Submit

Once the student submits, the request routes to your worklist for Chartfield entry.

To Review Pending Requests:

Navigate to: NYU Modifications > NYU Student Financials > AP Student Payments > Administrator Request Search

Requestor / Approval Actions:

• Review: Verify details against the NYU Travel & Expense Policy
• Chartfields: Enter and validate Chartfield combinations. Multiple splits are allowed
• Approve: Once processed, it routes to the School Approver and then to Accounts Payable

International Student Tax Note:

For Awards & Prizes, ensure the student has completed their profile in GLACIER. If the student does not have an SSN or ITIN, they must coordinate with the Office of Global Services (OGS).

Use the Payment Request ID or Campus ID in the Administrator Request Search. A brief description of the various request statuses is provided below:

• Pending Group Approval: Approval is pending from the School Approver
   
• Pending AP Approval: Waiting for Accounts Payable review
   
• AP Hold: Check for any policy issues. Contact the student if a new receipt is needed, and have that forwarded to the FinanceLink team
   
• Paid: Payment has been issued via the Bursar's Office

Handling Payment Issues:

• Missing Check: Verify the address in SIS. If incorrect, the student must use the Change of Student Information Form
   
• Stop Payment: If a check is lost, contact FinanceLink to initiate a Stop Payment Request