We continue to monitor and respond to the public health situation regarding COVID-19. Most buildings on our New York campus have closed until further notice. Check the Parsons Paris website for information about our Paris campus.
Learn More

  • Travel Expense Reports and Reimbursement

    All New School travel and expense reimbursement reports should be submitted for processing through Workday Expense.  All New School employees should have the Expense widget on their Workday home screen.

    All reports should be processed within 30 days of the expense.

    Faculty and Staff

    Traveling on university business? You can find information in the Business and Travel Expense Policy, available in mynewschool.edu under the Services tab.

    • Flights (Expense Policy section 5.1; pg. 7)
    • Ground Transportation (Expense Policy section 5.2 – 5.6, pg. 8-9)
    • Lodging (Expense Policy section 5.7, pg. 9)
    • Meals (Expense Policy section 6, pg. 9)
    • Meetings and Conferences (Expense Policy section 7, pg. 10)
    • Business Entertainment Expenses (Expense Policy section 8, pg. 10–11)

    The Business and Travel Expense Policy can help you:

    • Research and order furniture, supplies, or equipment
    • Find the item or service that best suits your needs
    • Guide you through the procurement process

    Contact Gay Florio, director of Procurement and Expense Systems, at 212.229.5660 x3658 or floriog@newschool.edu for additional information.

  • Emergencies and After-Hours Information

    If you have a travel emergency or need after-hours assistance, call 800.545.1003.

    Travel Reservations

    You must have a New School authorization to log on to Concur. If you are a first-time user, please complete the Application for Online Access to Travel, Travel and Expense Reimbursement Processing (PDF).

    If you are a travel arranger, you will have to provide the name(s) of those who will be traveling and the managers who will approve the travel requests. Also, please indicate if you will be making arrangements for "guest travelers."

    If you are the traveler, please provide the name of the manager who will approve your travel request.

    Go online to www.concursolutions.com to begin the process.

    Please note that your Concur profile must exactly match your name (first, middle, and last) as listed on any passport or driver's license. Your date of birth and gender are also required, as well as your full passport information. Names presented in any other form on your ticket may affect your ability to travel.

    This online booking tool is available to you 24 hours a day, seven days a week.

    Passport Requirements

    The Department of Homeland Security (DHS) and U.S. Department of State have announced the official requirement for citizens to present a valid passport to enter the United States. Some countries require that your passport be valid at least six months beyond the dates of your trip. Some airlines will not allow you to board if this requirement is not met.  

    Consider the following scenario: A country requires that your passport be valid for at least six months. Your passport is currently valid for seven months, but your trip is two months from now. At that point, your passport will be valid for only five months, which is not enough to satisfy that country's entry requirements. In this situation, you will need to renew your passport before making your trip.

    Traveling Under a Government Grant

    If you are traveling under a government grant, restrictions may apply to air travel expenses. Please consult the specific terms of your grant and plan your expenses accordingly. For further information, please consult  Airline Open Skies Agreements.

    Car Rental

    Avis Rent-a-Car is The New School's preferred vendor for car rentals.

    • You may not use the university's Avis account for any non-university business.
    • The rented vehicle must not be operated by anyone other than the registered driver(s).

    Rent a Vehicle by Phone

    • Call 800.331.1212.
    • Give The New School's account number, B049000.
    • Tell the vendor where and when the car is needed.
    • Select car size for the rental.
    • Ask for the best corporate rate.
    • Accept rental and ask for the reservation number.

    Rent a Vehicle Online

    • Go to www.avis.com.
    • Follow prompts on the screen.
    • Check the best rate box.
    • Supply the location information and dates needed.
    • Confirm rental and copy reservation information.

    To order an Avis Credit Card, contact the Procurement Department at 212.229.5323 x3733 or complete the Avis Credit Card form (PDF).

    At the Rental Counter

    When renting an Avis car for university business, do not accept any additional insurance offered by Avis (LDW, PAI, PEP, ALI).

    Loss Damage Waiver Protection

    Under The New School's agreement with Avis, Avis is responsible for all damage to the Avis car after the $3,000 deductible. The university department responsible for renting the car is responsible for the amount of the deductible.

    Personal Accident Insurance

    The New School provides workman's compensation for employees on business-related trips.

    Personal Effects Protection

    In no event does The New School insure for loss or damage of an employee's personal property. You are responsible for taking all necessary precautions for securing your personal property while in the rental car.

    Additional Liability Insurance

    The university carries additional liability insurance.

    Download the Avis Corporate Travel Plan Brochure (PDF) for The New School.

    Cab Services

    The university has an agreement with a car service to provide cab service to our employees. Please fill out the Car-Service-Request-Form (DOC), scan it, and email it to the Procurement Department.

    We will follow up with the reservation confirmation number. We have set up a direct bill relationship with the vendor, so retain all vouchers and forward them to Accounts Payable for prompt reimbursement.

    Hotel Information

    New School Preferred Hotels

    The university has negotiated set rates with the hotels listed. The Procurement Department is available to help with any problems that arise with your hotel bookings and accounting.

    Washington Square Hotel*

    103 Waverly Place
    New York, NY 10011

    The Marcel Hotel

    201 East 24th Street
    New York, NY 10010

    The Walker Hotel (formerly The Jade Hotel)

    52 West 13th Street
    New York, NY 10011

    Hyatt Union Square

    134 Fourth Avenue
    New York, NY 10003

    Holiday Inn Sixth Avenue

    125 West 26th Street
    New York, NY 10001

    *Hotels that bill The New School directly.

    Travel Expense Reports and Reimbursement

    All New School travel and expense reimbursement reports should be submitted for processing through MyDay. 

    Contact Gay Florio, director of Procurement and Expense Systems, at 212.229.5660 x3658 or floriog@newschool.edu for additional information.

    Air Travel Tips

    Arrive at the airport early and be patient. Heavy travel volumes and the enhanced security processes may mean longer lines at security checkpoints. TSA works with airlines and airports to anticipate peak traffic and be ready for the traveling public.

    3-1-1 security requirements mean you must travel with 3-ounce bottles or less; 1 quart-sized, clear, plastic, zip-top bag; 1 bag per passenger placed in screening bin. The one-quart bag per person limits the total liquid volume each traveler can bring, and the 3 ounce container size is a security measure.

    • Consolidate bottles into one bag and x-ray separately to speed screening.
    • Be prepared. Each time TSA searches a carry-on, it slows down the line. Practicing 3-1-1 will ensure a faster and easier checkpoint experience.
    • 3-1-1 is for short trips. If in doubt, put your liquids in checked luggage.
    • Declare larger amounts of liquid. Prescription medications, baby formula, and milk are allowed in quantities exceeding three ounces and are not required to be in the zip-top bag. Declare these items for inspection at the checkpoint.