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Policies & Reimbursements

This page provides information from Northwestern's Travel and Entertainment policy (pdf format) and includes additional guidance regarding the expense reimbursement process for travel expenses that were not directly billed to a department/unit chart string. Learn more about the key changes (pdf format) to the Travel and Entertainment policy, effective March 1, 2024.


General Travel-Related Policies

Expense Reimbursement

To be reimbursed for qualifying travel expenses, the appropriate expense report form(s) need to be completed.

Employee expense reports are filed from the NUFinancials application, which you can reach from the NUPortal. Refer to the Entering an Expense Report in NUFinancials in the Northwestern Knowledge Base portal.

It is considered a best practice to attach a receipt for all actual expenses incurred, regardless of dollar amount. However, the dollar amount when receipts are mandatory is aligned with Federal GSA requirements (see Northwestern spending limit guidelines).

Actual Expenses

Actual expenses incurred for approved travel are reimbursable unless billed to a chart string when booked through Northwestern’s travel program, up to Northwestern’s spending limit guidelines

Per Diem Guidance

View the Per Diem Guidance web page to learn more about authorized business travel Per Diems for lodging, meals, and incidental expenses for employees and visitors.

Reimbursement limits for expenses using sponsored dollars, limited to the U.S. General Services Administration (GSA) guidelines.

Policy Exception Request

In those instances where requests for travel and other business related expenses do not conform to stated University policies, an Expense Policy Exception Request Form (available on the PPS Accounts Payable web page) must be reviewed and signed by the Dean, Vice President, or designee and be submitted with the traveler's Expense Report.

Ninety-Day Rule

For best practice, reimbursement requests should be submitted within 30 days after completion of travel/incurrence of non-travel-related expense. Per the University 90-day Policy, transactions more than 90 days old require an Expense Policy Exception Request Form (available on the PPS Accounts Payable web page) be submitted with the traveler's Expense Report.

Currency Conversion

For expense reports that include expenses expressed in foreign dollars, a copy of the currency conversion work sheet must be attached to the expense report. Refer to the Entering Foreign Currency Job Aid in the Northwestern Knowledge Base portal.

Flights

Visit the Travel Program web page for information to book airfare through the University's travel program.

Lodging

Guidelines and recommendations for reserving accommodations, including conference hotels:

Hotel Rates References

As stated in Northwestern's Travel, Entertainment & Courtesy policy, Business Travel News publishes annual lists of average negotiated hotel rates:

These lists are provided for reference for Northwestern travelers. Note the rates shown in these lists are averages of corporate negotiated rates collected by BCD Travel. As such, these rates may differ from those available to Northwestern faculty and staff. 

Nonconventional Lodging

When an employee rents a room, apartment, house, or other lodging on a long-term basis (e.g., weekly, monthly), such as Airbnb, Vrbo, the following expenses may be considered part of the lodging cost.

Accommodations and costs should be comparable to traditional lodging.

Lodging cost may include:

Meals

Expenses for meals while traveling are reimbursable, as follows:

Vehicles

Arrangements can be made through the University’s travel program to ensure competitive rates and insurance coverage for vehicle rentals.  More information is available on the Vehicle Rental web page.

Ground Transportation Reimbursement: Travel on University business using privately-owned vehicles is reimbursed based on IRS mileage reimbursement rates.

All student drivers are required to complete and pass the Office of Risk Management's Defensive Driving Course. To access the course, students must complete a Safe Driver application.

Private Automobile Transportation

Travel on University business using privately owned vehicles is reimbursed based on U.S. Federal Government reimbursement rates.

 

Reimbursement rate includes:

Reimbursement rate excludes:

For travel to points more than 300 miles beyond the point of origin, the following recommendations apply:

Business Travel Accident Insurance

Note that Northwestern offers business travel accident insurance that provides faculty and staff with accidental death & dismemberment benefits while on a business trip for Northwestern University. Visit the Risk Management website for additional information.

Travel Advances

Travel advances are generally not encouraged since booking travel through the Northwestern travel program allows expenses to be booked directly to a chart string, corporate cards are available to staff that travel regularly, and the reimbursement process has been significantly streamlined for those that do not have a corporate card.  However, below are the conditions when a travel advance is necessary:

Refer to the Applying an Advance in NUFinancials Training Guide for guidance on the repayment of an unused portion of a cash advance.

 

International Communications

International telephone calls may be reimbursed with appropriate documentation and substantiation of the business purpose of the call. See Travel Policy Section III H- Documentation of Expenses.

International phone cards are recognized as a cost effective way of paying for international business calls. 
Recommended reimbursement guidelines for international phone cards with value of: