Guest Travel
General Travel for Non-University Personnel
Non-University personnel may be reimbursed for travel expenses incurred in connection with their travel to the University including:
- guest lecturers or researchers
- consultants
- research subject participants
- prospective faculty or staff
Prospective employees may be reimbursed for travel expenses incurred in connection with an employment interview at the University, if authorized by the hiring department.
For questions regarding insurance coverage for non-employees undertaking University-approved travel, coverage for individuals whose employee status is unclear, or whether certain travel qualifies as approved travel should be directed to Risk Management prior to the trip.
Booking on Behalf of Guests
Reimbursements for Guests
The host department/unit must fill out a Visitor's Expense Report form for all guest reimbursements. Please note that the guest's signature is required on the form.
For more information on Northwestern's Travel and Entertainment Policy and the reimbursement process, please visit the Travel page.
Special Reimbursement Considerations
- Review process steps for visitor expense reimbursements
- Travel arrangements for the visitor should be made through the approved NU Travel Agencies and charged directly to the appropriate department funding source in the University's financial system
- Inform guests of the University's travel policy prior to their visit
- Provide them with the appropriate forms (eg, Visitor's Expense Report) for reimbursement
- Review for forms properly completed and supported by original receipts
Direct Billing Arrangements
Per Purchasing Policy, departments/schools are not authorized to establish house accounts or credit cards in the name of NU. Direct billing arrangements for ground transportation (including taxi or car service) for guests of NU is also discouraged. Guests should be encouraged to pay their own bill and submit a reimbursement request for transportation services using a Visitor's Expense Report.
Requirements for units that have been granted an exception to this provision:
- a log of University guests or employees using the service must be maintained
- the business purpose recorded, and
- proof of reconciliation of the billing to the log maintained