Faculty & Staff Reimbursements

Before requesting access to AP Workflow, please review the policies, guidelines, and training resources listed below. Reimbursements that do not comply with NYU policy will be rejected.

• How to access and use AP Workflow
• NYU Expense Reimbursement Policy

To request access to AP Workflow, please email your request to TandonFinanceOffice@nyu.edu with information listed below.

• The user’s first and last name
• The user’s net ID
• The user’s role in AP Workflow
• The path that the user should be added to

An email notification will be sent when the request is completed.

• Initiator - An individual who generates a reimbursement request for themselves
• Admin Initiator - An individual who generates a reimbursement request on behalf of others
• Reviewer - 
  • Reviews requests prior to submission to the Approver
  • Approve/reject requests
  • View all requests and attachments in accessible paths
  • Change chartfield information on requests
• Approver - 
  • Approve/reject requests
  • View all requests and the attachments in accessible paths
  • Change chartfield information on requests

Expenses related to the relocation of faculty/staff are deemed business expenses when they are appropriate and reasonable and are authorized by a University employee with the appropriate level of signature authority. For additional information on NYU’s moving/relocation policy and more details on NYS/NYS taxable and non-taxable relocation expenses, please refer to the University’s business expense policy.

• Request a Reimbursement 
• Request a Cash Advance 
• Reconciling an Outstanding Advance 
• Email Approval Notification [video]
• AP Workflow Tip Sheet
• AP Workflow Supporting Documents Tip Sheet

If you would like another person to approve APW for a set period of time, while you are away, please use: Approval Delegation [PDF - 130kb]

When requesting an expense reimbursement or advance, the system will be populated with employee data records (name, address, and banking information) directly from PeopleSync, which eliminates the manual entry of this information in the AP Workflow system. 

• Users who wish to receive payment via direct deposit will need to update a new category “USA-Expenses” in the Payment Election section of PeopleSync.
• Users who wish to receive payment via a physical check should confirm the accuracy of their permanent home address in the Contact Information section in PeopleSync or add a mailing address if they want it to be sent to a different location.

Note: The paper Direct Deposit Authorization form will no longer be used to request direct deposit for expense reimbursements and cash advances.