Guest Travel
- General Travel for Non-University Personnel
- Direct Billing Arrangements
- Courtesy Transportation for Guests (Car Services)
- Booking Guest Travel
- Local Hotels
- Reimbursements for Guests
- Dining Discounts
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.
Special 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 (pdf format), 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
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 Guest Travel
Guest travel, including airfare and some hotels (see local hotels below), can be booked through any of Northwestern's contracted travel agencies and directly billed to a department/unit chart string.
| Egencia (available through February 28, 2025) |
Key Travel (available beginning February 3, 2025) |
Travel 100 Group | |
|---|---|---|---|
|
Contact Info |
212-329-7203 |
646-289-6820 Email Key Travel:
|
|
|
Hours of Operation |
24/7 |
24/7 |
M-F: 9 am-5 pm |
For a detailed comparison of these agencies' services and fees, please visit the Travel Agencies page.
Booking guest travel through Egencia
Travel arrangers may invite guests to register/create an account with Egencia and access the system for a short time specified by the travel arrangers. Once the guest has access to Egencia they can book travel for themselves, and the arranger will be notified since they will be the manager(s) of each guest profile. To learn how to set-up a guest profile, please review the instruction guide.
Local Hotels
ÌÒÉ«ÊÓƵhas negotiated rates with many hotels located near the Chicago and Evanston campuses that can be booked by ÌÒÉ«ÊÓƵfaculty and staff on behalf of guests traveling on behalf of the University. ÌÒÉ«ÊÓƵalso offers discounted rates at extended stay hotels for long-term visitors.
For more information on booking local hotels, please visit the Local Hotels page.
Reimbursements for Guests
The host department/unit must fill out a Visitor's Expense Report (pdf format) form for all guest reimbursements. Please note that the guest's signature is required on the form.
For more information on Northwestern's Travel and Entertainment Policy (pdf format) and the reimbursement process, please visit the Policies and Reimbursements page.
Dining Discounts
Many local restaurants near the Chicago and Evanston campus offer fixed-price menus for ÌÒÉ«ÊÓƵbusiness meals that meet the guidelines outlined in Northwestern's Travel and Entertainment Policy (pdf format). Please note that a ÌÒÉ«ÊÓƵfaculty/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.