Procedures and Policies

Which reimbursement form to use?

• Columbia University students and employees use the Reimbursement Form (xls)
• Non-employees and visitors use the Non-Employee Expense Work-Sheet (xls)

Are my reimbursement expenses taxable?

No, you will not be charged tax. Columbia University requires everyone to submit a W-8 or W-9 form along with their first reimbursement. This information is only used to process your payment. However, reimbursements submitted past 120 days from the date of the last expense are considered taxable income and may be taxed.

Which form, W-8 or W-9?

• U.S. citizens complete a W-9 form (pdf)
• Non-U.S. citizens complete a W-8 form (pdf)

General Guidelines

• Provide account number & professor name, your UNI, valid mailing address
• Indicate the purpose, why it is considered a business or research expense
• Always provide conference flyer or emails to indicate business purpose
• Group and submit all expenses related to one event as one reimbursement
• Separate each expense onto its own line- one expense per line item
• Submit reimbursement within 120 days from date of the last expense

Receipts

• Save all receipts related to business and travel expenses
• All receipts must be taped to an 8.5 × 11 piece of paper- NO staples
• Number each receipt to match the expense number on the reimbursement form
• Provide an invoice PLUS proof of payment. Just an invoice is NOT acceptable
• Proof of payment (receipt) requirements:
  • Name of company items were purchased from
  • Date of charge
  • Amount paid to company
  • Name of items purchased (itemized receipt)
  • Credit card number (xxxx-xxxx-xxxx-1234)
  • Name of payee (your name)

A credit card or bank statement or a receipt will usually have all of the required information. If item was paid for with cash, please provide the receipt given to you and indicate you paid cash.

Segregated or Unsegregated?

Most of your items will be “Unsegregated” and should be placed in this column. Place items in “Segregated” column if they are alcohol, entertainment, flowers, gifts or other charges a grant or contract would deem unallowable.

Meals

• List each meal per line item, and indicate which meal it is (breakfast, lunch or dinner).
  • Do not group meals together as one line item. Please separate each meal type per expense line.
• Limit: Breakfast – $25, Lunch- $35, Dinner- $50 (BEFORE tax and tip)
• Names of people eating if under ten people (over ten give number of people)
• Indicate if alcohol was purchased and how much money it cost
• Expenses for business meals involving external parties should not exceed $100 per person, excluding tax or tip. Such events include fundraising, recruitment or speaking engagements that are hosted and paid for by a University employee and attended by business colleagues, donors, students, or prospective employees, which result in a business benefit to the University.
• Provide itemized receipt for all meals, not just credit card receipt

Travel

• Always take the cheapest flight/train/car/hotel possible, no first or business class
• Taxi or train fare needs to indicate where you went, purpose
• Flight/hotel dates need to correspond to conference dates, no extended stays
• Itemized hotel receipt needs to be obtained from the hotel upon check-out
• International flights: ALWAYS select a US Airline if charging a Gov’t grant
• Hotel limits: $350/night in the US, $400/night in international locations

Car Rental

Always try to rent Hertz and DO NOT purchase the insurance. Columbia University has their own rate with Hertz and insurance is covered. Insurance will be reimbursed for all other vendors, or if you are using Hertz internationally. Gas can be reimbursed when using a rental car.

Personal Vehicle

Instead of a car rental, you may want to use your own personal vehicle. Reimbursement rates are based on total miles traveled and you cannot be reimbursed the cost of gas when using this method. The personal vehicle mileage rate changes each year, hovering around $.555/mile. For the current rate, please check with our Financial Assistants. In addition:

• Provide an online printed map indicating the total mileage between your home and conference/trip destination
• Place the total number of miles on the first page of the reimbursement in the “Personal Vehicle Mileage” section
• Write the total amount as a new expense number with the business purpose, “Personal Vehicle Mileage”

Foreign Currency Conversion

Expense Reports can only be submitted in US dollars. Receipts of foreign currency must be accompanied by a translation of text and their conversions.For the conversion, you can find the appropriate rates by using www.oanda.com. Please print and submit the conversion rates for the travel dates used. You can either print and use the conversion rate for each expense date, or take the conversion rate average of the first date and the last date of the trip and use that number for all expenses within this date range. Please use the “Avg_Rate” or “Daily_Rate” tab on the Reimbursement Form accordingly.

Missing Receipts

Receipts for all items over $25 are required. If you are missing a receipt, please fill out the [Missing Receipt Worksheet]. Include the item number from the Reimbursement Form on the Missing Receipts Worksheet, and sign the document before submission.

Official Columbia University Policy

The complete travel and business expense reimbursement policy for Columbia University can be downloaded here:

• Travel Expenses (pdf)
• Business Expenses (pdf)

First-time getting reimbursed? Please submit the following:

• U.S. citizens complete a W-9 form (pdf)
• Non-U.S. citizens complete a W-8 form (pdf)

Reimbursement Forms:

• Columbia University students and employees use the Reimbursement Form (xls)
• Non-employees and visitors use the Non-Employee Expense Work-Sheet (xls)
• For expenses over $25 without receipts, please complete the Missing Receipt Worksheet (xls)

If you are paying for the flight or hotel yourself, please follow these general rules:

• Always take the cheapest flight/train/car/hotel possible, no first or business class
• Flight/hotel dates need to correspond to conference dates, no extended stays
• Itemized hotel receipt needs to be obtained from the hotel upon check-out
• International flights: ALWAYS select a US Airline if charging a Gov’t grant
• Hotel limits: $350/night in the US, $400/night in international locations

Key card access to the department requires filling out a web form on MICE (see ‘Access’ menu). Your advisor, sponsor, or student services staff will be notified by email and can then approve the request. You will receive an email when the request has been approved. After that, it can take the University access control office several days to enter your information into the system.

If an existing access level does not work, contact Controlled Access at 854-8500.
Updated 12/12/12

The department has three high-volume copiers, one is in the CS building (4th floor), and two in CEPSR (6th &7th floors). Copier codes for classes and individuals are assigned by the department. For codes and to report problems, send email to facilities@cs.columbia.edu.

The fax machine (fax no: 9+1 212-666-0140) is located in the CS main office. The staff at the front desk will notify fax recipients by email. The fax cover sheet can be found in the front office.

It is recommended that you obtain a personal fax number for incoming faxes. For example, Efax offers such a service.
Updated 8/3/16

This FAQ discusses copyright issues for projects and technical reports.
Updated 10/17/08

The front office staff in 450 Computer Science Building (main office) receive courier and package deliveries such as FedEx, DHL,UPS and USPS. You will be notified by email when a package arrives.

For outgoing packages, the department has accounts with FedEx. Outgoing courier packages can be deposited at the front office or in the FedEx box outside of Low Library.
Updated 8/3/16

The dining card for the Faculty House restaurant can be picked up from Rosemary Addarich. If she is not available, check with Elias Tesfaye as he may have some cards available. Return it immediately with a receipt after enjoying your meal, as the number of cards is limited. Unless the meal was for a faculty candidate or distinguished visitor, you also need to provide a project number to be charged.
Updated 8/3/16

For GRA or TA funding issues, contact Maria Joanta (maria.joanta@columbia.edu).
Updated 9/28/17

Full-time, compensated Officers of Instruction and Research, including those with visiting appointments, full-time Officers of the libraries, and Senior Officers of Administration (Grades 14 and above) are eligible to apply for university housing. Visit http://www.columbia.edu/cu/ire/ for more information, or contact Columbia Human Resources at (212)870-3074.

Incoming students or current students should contact SEAS Graduate Student Services for housing inquiries. The general SEAS office number is: (212)854-6438.

Craigslist is a good off-campus housing resource, as is OCHA.

Updated 7/08

Class mailbox for assignments are in the TA room. There are 16 (8 large with drop slots, 4 large without drop slots, 4 small without drop slots). The TA Coordinator can assign boxes and keeps the keys. tacoord@cs.columbia.edu
Updated 2/17/12

To reserve the department’s two conference rooms (620 CEPSR and CS Conference room) or 477 CSB, which is a large open meeting area, go through through MICE (Rooms/Reserve a meeting room).

For larger events, you can reserve the Davis Auditorium and the Interschool Lab (7th floor CEPSR) through the Dean’s office, using the on-line reservation form at the SEAS web site (under quick links).

The lounge and court yard, which are normally open to students, faculty, staff, may also be used for events hosted by the department. Reserve the lounge and courtyard in MICE under Rooms (Reserve a room).
Updated 8/3/16

For changes in Undergraduate and MS program descriptions and in PhD course descriptions, contact Clarissa Pena.
To report news about a professor or project, send an email to visibility@cs.columbia.edu.
Updated 02/15/2018

The University Ombuds Office offers a safe place for any member of the Columbia community to discuss workplace issues, interpersonal conflict, academic concerns, bureaucratic runarounds, and many other problems. This office promises to keep discussions confidential and it is not part of any formal University process.
Updated 9/2/13