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Check Disbursement

This form should only be used to request checks for conference registration fees, subscriptions, reimbursements for non-employees and other small prepayments not processed through Purchasing where an invoice is not readily available. It should also be used to contracts where a specific invoice is not forthcoming. It is NOT to be used to request payment for individual services rendered, employee expense reimbursements or to vendors for goods or vendor invoices. These forms are available from Mail Services, 55 W 13/LL.

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Request for Independent Services and Payment Authorization Form

This form must be used to request payment for individuals providing personal services including guest lecturers, substitute teachers, master class instructors, panelists, performers, etc. It is not required for approved independent contractors who submit appropriate invoices. All personal information requested on the form must be completed and authorized by the payee, as it is required for IRS tax reporting purposes. This information is not to be completed by a New School employee; this form acts as a legal document. Forms bearing "on File" instead of an original signature by the payee will be returned.

Once services have been rendered, the form should be authorized for payment. Each form has a preprinted Request/Payment number on it. This Request/Payment number will be referenced on the check stub. Any inquiries pertaining to these documents should reference this number. This is a three-part form. Submit the original (white) and pink copies to Accounts Payable, JK/902. The yellow copy may be retained by the approving department. These forms are available from Mail Services, 5 W 13/LL.

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Employee Cash Advance Request

This form should be completed and signed by the appropriate authorized approver whenever advance funds are needed. Detailed justification of the amount requested is required. An advance will not be processed for an employee until any and all prior advances have been cleared. Employees should allow a minimum of ten days for an advance request to be processed and a check to be mailed. All advances must be accounted for within 20 days with adequate receipts, or a check for the left over balance made payable to The New School. Failure to meet the 20 day deadline may result in a disciplinary action in accordance with HR guidelines, as well as a Payroll deduction for the balance due.

>Employee Cash Advance Request

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Expense Report and Reconciliation of Advance Form

This two-sided form is used to report local expenses (on the front) and out-of-town travel expenses (on the back). Requests exceeding $50.00 will be refunded via university check. Reimbursement requests up to $50.00 will be made in cash at the petty cash office. Duplex copies of the form should be made as needed. This form should only be used to request reimbursement for Employees and Students that have made authorized business purchases.

Taxes will not reimbursed on any single purchase in excess of $100.00.

View the Expense Reimbursements section of this Web site for more information on this topic.

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Purchase Order Approval

For goods and services ordered with a purchase order, a copy of the purchase order should be approved and submitted (along with the packing slip) to Accounts Payable. You should indicate the date the goods/services were received. You will not receive an invoice copy from Accounts Payable for approval. Submit the approved documents immediately upon receipt, so that we can pay our vendors within thirty days. You will receive your purchase order copy via email from Purchasing.

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Payment Authorization Stamp

Vendors are to send all invoices to Accounts Payable, not to the individual or department who placed the order. If an invoice does not relate to a purchase order or relates to a blanket purchase order, a copy of the invoice will be sent to the dean/budget director for approval. Authorized approval should be indicated directly on the invoice copies provided by Accounts Payable using the Payment Authorization Stamp. Payment Authorization Stamps are available from Accounts Payable, 80 Fifth Ave., 4th Floor.

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