Travel Expense Reimbursement
To be reimbursed for qualifying travel expenses, the appropriate expense report form(s) need to be completed.
Employee expense reports are entered using NUFinancials, which you can reach from the NUPortal. Refer to the Entering an Expense Report in NUFinancials in the Northwestern Knowledge Base portal.
- Visitor's Expense Report: This form is used by visitors to Northwestern and the hosting department/school.
It is considered a best practice to attach an itemized receipt for all actual expenses incurred, regardless of dollar amount. However, the dollar amount when receipts are mandatory is aligned with Federal General Services Administration (GSA) requirements (see Northwestern's 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
Reimbursement limits for expenses are limited to the U.S. General Services Administration (GSA) guidelines (domestic) or the U.S. Department of State guidelines (international).
View the Per Diem Guidance page to learn more about authorized business travel Per Diems for lodging, meals, and incidental expenses for employees and visitors.
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 Accounts Payable page) must be reviewed and signed by the Dean, Vice President, or designee and be submitted with the employee'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 Accounts Payable page) be submitted with the employee'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 using the Oanda Currency Converter. Refer to the Entering Foreign Currency Job Aid in the Northwestern Knowledge Base portal.