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
Courtesy Transportation for Guests (Car Services)
The Offices of the Deans and Vice Presidents may facilitate transportation if certain events and circumstances warrant courtesy transportation for University guests. These arrangements should be:
- "rare" and infrequent occasions
- use a corporate card to order the car services, or
- make arrangements for a one-time billing with one of the preferred car services
Booking Air Travel and Hotels
Guest travel, including airfare and some hotels (see local hotels below), can be booked through any of É«¿Ø´«Ã½'s contracted travel agencies and directly billed to a department/unit chart string.
For a detailed comparison of these agencies' services and fees, please visit the Travel Agencies page.
Book with Key Travel
- 24/7: (646) 289-6820
- Email Key Travel
- Travel can be booked on behalf of guests without the need to set up a travel profile for them. Travel bookers would need to add the guest's passport name to the booking process when prompted for the traveler's details and their email for the guest to receive the booking confirmation and travel alerts.
- Travel bookers may also set up a travel profile for guests on their behalf. The traveler's details would populate at the time of booking.
- Travel bookers can request for guests to fill out their own travel profile.
- Guests can self-book online. Please contact Procurement at kathy.koestring@northwestern.edu, who will need to create access for the user.
Book with Travel 100 Group
- 9 a.m. – 5 p.m.: (847) 256-7570
- 24/7 Emergency support: (303) 876-4247 (fees may apply)
- Email Travel 100 Group
Ask for Steve Roeser, Karen Begley and Tom Gunn
Local Hotels
É«¿Ø´«Ã½ has negotiated rates with many hotels located near the Chicago and Evanston campuses that can be booked by É«¿Ø´«Ã½ faculty and staff on behalf of guests traveling on behalf of the University. É«¿Ø´«Ã½ also offers discounted rates at extended stay hotels for long-term visitors.
Dining Discounts
Many local restaurants near the Chicago and Evanston campus offer fixed-price menus for É«¿Ø´«Ã½ business meals that meet the guidelines outlined in É«¿Ø´«Ã½'s Travel and Entertainment Policy. Please note that a É«¿Ø´«Ã½ faculty/staff member must be present at the meal to receive the Dining Discount.
For more information on the Dining Discounts available, please visit the Dining Discounts page.
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 É«¿Ø´«Ã½'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