Employee Expense Reimbursement

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:

• Expense documentation (receipts, policy forms, mileage map, etc.) scanned and electronically attached in the Expense Report header
• A completed and approved Expense Policy Exception Request for any expense submitted for reimbursement not in accordance with University policy
• An employee check made out to Northwestern University for the refund of any unspent portion of an advance
• Electronic approvals generated via electronic workflow in NUFinancials. Please see the Expense Approval Roles and Responsibilities page for more information

Please refer to the Expense Reports in NUFinancials (eLearning) and the Employee Expense Report Checklist in Knowledge Base for guidance on the NUFinancials Expense Report process.

Reimbursements are made via the employee's normal payroll payment method.