Travel and Non-Travel Information

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Mileage Rate

Travel Reimbursement Form

Pre-Paid Conference Registration

Non-Travel Reimbursement Information & Form

University Travel Agency - Airfare

Car rental

Mileage Reimbursement Rate:

Effective 7/1/08, mileage reimbursement rate is $0.585

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Travel Reimbursement Information & Form:

The Travel Expense Report form is to be used when you are traveling to a conference, meeting or have purchased food/beverage item(s) for a meeting. All travel forms must be signed by the PI and all receipts, including itemized meal receipts, must accompany the reimbursement forms.

Reimbursement can only happen after the travel has occurred.

· Complete a Travel Expense Report - http://www.northwestern.edu/finsys/payment/calc_t&e.xls

· Submit the form along with all of your receipts* to Iris in the office.

We will contact you once your reimbursement check is ready to be picked up.

*Receipts include:

· Itemized Hotel receipt

· All meal receipts

· Airline receipts

· Taxi/Shuttle

· Meeting registration

· Bank statement/Credit card statements showing the charges

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Pre-paid conference registration

Conference registration that is due in advance can be paid through the Office.

· Complete the registration form

· Bring it to Iris in the business office at least 10 days prior to the registration due date

The office will process payment and send it to the conference.

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Non-Travel Reimbursement Information & Form:

The Non-Travel Expense Report form can be used for reimbursement of non-entertainment items. NU does not reimburse for taxes. It is recommended that all purchases be purchased through our purchase order system - https://mim.po.northwestern.edu. All non-travel forms must be signed by the PI and all receipts must accompany the reimbursement form.

· Complete a Non-Travel Expense Report - http://www.northwestern.edu/finsys/payment/non_t&e.xls

· Submit the along with your receipts* to Iris in the office

We will contact you once your reimbursement check is ready to be picked up.

Please note that Northwestern University is tax exempt for the following taxes:

· Sales and Use Tax

· Retailer's Occupation Tax

· Service Occupation Tax (both state and local)

· Use Tax

· Service Use Tax in the State of Illinois

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Northwestern University’s Online Travel Agency

Compass is the Northwestern University online travel website - https://snap.it.northwestern.edu/it/snaps/createtravelprofile.cgi

· Log on using your Net ID and password.

o If this is your first time, you will also be asked to create a profile.

· Select your travel days

· Select travel times

· Select destination

o At this time you can also select Hotel and Car options if you need reservations for those as well

· Continue through the reservation process as directed by each screen. Enter your cufs number at the end of the transaction. If you are unsure of which cufs number to use, please contact the business office.

Please note: hotel and car reservations will require a major credit card. If you make your flight, hotel, and/or car reservations at the same time, it will allow for the flight to be charged to a cufs account and the hotel and/or flight to be reserved with a major credit card.

Should you need to contact someone for assistance you can e-mail Tower Travel at support@towertravel.com or reach them by phone at 630/928-7090. Their office hours are 8:30 a.m. - 5:30 p.m. Monday – Friday.

For more information regarding travel and the University approved travel agencies, please see: http://www.univsvcs.northwestern.edu/travel/

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Approved Rental Agencies

Discount car rentals can be reserved through one of the approved Travel Agencies (http://www.univsvcs.northwestern.edu/travel/approved.htm). You must be at least 25 years or older and have a major credit card to reserve a car. A cufs account number can not be used to reserve a car. To book your rental or for more information, please see NU Car Rental (http://www.univsvcs.northwestern.edu/travel/car.htm)

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