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Northwestern University

Expense Reports

Employee Expense Reimbursements

It is the policy of Northwestern to reimburse faculty and staff for appropriate and approved travel, entertainment, courtesy and other expenditures. In order to obtain reimbursement for personal funds expended for travel or other expenses, and to account for any amounts expended using an advance, all expenses must be documented on the NUFinancials Expense Report, including pre-paid and direct-billed expenses.

Expense Reports should be created electronically within 30 days after the completion of each trip and can be accessed via the NUPortal. A complete Expense Report should include:

Please refer to the Expense Report Training Guide for guidance on the NUFinancials Expense Report process.

Reimbursement will be made via the employee's normal payroll payment method.

Processing My Wallet Transactions

For information on processing My Wallet Transactions page, please see the Corporate Card - Reconciliation page.

Visitor Expense Reimbursements

It is the policy of Northwestern to reimburse individuals who are not University faculty or staff, but who are to be reimbursed for University-approved travel, including transportation, lodging, and other travel-related costs. Examples of such individuals are:

Each department/school is responsible for informing the visitor of the University's expense reimbursement policies prior to his/her incurring of expenses, providing the visitor with the Visitor's Expense Report Form to document expenses, collecting from the visitor the vendor information required for processing the reimbursement, and having all visitor forms properly completed and processed.

Below is a description of Visitor Expense Report process:

Visitor's Expense Report

Important Note about Payments to Individuals:

Tips on Supporting Documentation:

Special Non-resident Visitor Considerations:

Non-resident independent contractor travel reimbursements are paid through Payroll when travel expenses are being reimbursed along with an honorarium or a speaker fee.

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