Reimbursement Policy

​If seeking reimbursement, you must provide a receipt for each expense in your reimbursement expense showing the date of the charge and method of payment (usually this means the last four digits of a credit card number). No receipt = No reimbursement. Meal receipts must be itemized. The reimbursement guidelines for the most common travel expenses are as follows. Your reimbursement will be processed and paid by either Northwestern University or The University of Chicago in accordance with its travel policy and procedures.

 

1. FLIGHTS: All flights must be booked by a US carrier at least 14 days in advance and be a direct flight from your home to Chicago. Due to the nature of our grant, NITMB is only able to reimburse for flights booked in accordance with the Fly America Act. For a list of US carriers, please follow this link and click on the Cert Carrier List document link:

 

https://www.transportation.gov/policy/aviation-policy/certificated-air-carriers-list

 

All flights must be economy seating only, no economy plus or similar. NITMB cannot reimburse airline travel certificates or vouchers. Checked luggage is allowable, one bag per person per flight.

 

For travelers coming from destinations outside North America: Flights costing up to $1200.00 USD are automatically approved. Flights costing over $1200.00 USD must be pre-approved by NITMB. Please include your full proposed itinerary, estimated costs (for example, a screenshot of available flights), and a rationale when asking for pre-approval.

 

For travelers coming from destinations inside North America: Flights costing up to $800.00 USD are automatically approved. Flights over $800.00 USD must be pre-approved by NITMB. Please include your full proposed itinerary, estimated costs (for example, a screenshot of available flights), and a rationale when asking for pre-approval.

 

2. HOTELS: Hotel rooms are booked in advance by the workshop at no cost to the participant until the hotel block is filled. After the hotel block is filled, participants must book their own lodgings, we can only reimburse up to the gsa.gov rates for Chicago, IL. 

 

3. GROUND TRANSPORTATION:

 

3.1 Taxi/Uber/Lyft/etc: Ground transportation up to $250.00 USD, to/from home to the airport and to/from airport to the hotel is reimbursable; this may include parking at the airport. Ground transportation to/from dining is not reimbursable.

 

3.2 Driving to NITMB: Driving with a personal vehicle to NITMB is automatically approved if the proposed route from your home to NITMB (875 N Michigan Ave, Chicago, IL 60611) is under 300 miles away, and will be reimbursed at the current IRS rate of $0.67 USD/mile. You will need to provide NITMB with a map of your anticipated route showing mileage prior to the event.

If the route is over 300 miles away, provide (1) a map showing the anticipated route and (2) a screenshot of a comparable round-trip economy flight for the same dates taken at least 14 days in advance. NITMB will likely not be able to fully reimburse the cost of driving if the cost of driving calculated at $0.67 USD/mile exceeds the cost of the example flight.

 

3.3 Rental Cars: NITMB generally does not reimburse car rentals.

 

4. TRAVEL BY BUS AND/OR TRAIN: NITMB will reimburse the cost of economy/coach fare for alternative modes of transportation (e.g. buses or trains) to Chicago, up to the amount of a round trip airline ticket from the same location or $300.00 USD, whichever is greater. The receipt and/or ticket must show dates of travel, the company name, and a transaction receipt of the amount paid.

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5. RECEIPTS: Itemized receipts (e.g. meals, flights, ground transportation) are required. Receipts must also show proof of payment, the last four digits of your credit card; if missing from receipt a copy of your redacted credit card bill showing the amount is acceptable. Per diem reimbursements are not an option. Meals are reimbursed at gsa.gov rates for Chicago, IL.

 

6. ALCOHOL and ENTERTAINMENT: Neither alcoholic beverage nor entertainment expenses will be reimbursed. Car rental and rental insurance are not reimbursable. Poster printing is not reimbursable. Please remove them from your request.

 

7. CURRENCY: Report all expenses in the currency used to pay them. Your reimbursement will be processed and paid in US Dollars. If you paid in another currency we use OANDA to determine the conversion. Your reimbursement will be mailed directly to the address you provide on the reimbursement request form. Upon request, wires can be arranged for international travelers.

 

8. DOCUSIGN: After review of your receipts, we will send you a reimbursement request form via DocuSign for signature, and, if needed, a W-9 form. DocuSign emails are often miscategorized as spam; please remember to check your spam folder.

 

9. Please upload all documents as PDFs.

 

10. PROCESSING TIMES: All reimbursement requests MUST be received within 30 days from the last date of travel.

 

Please email laurie.kaderabek@northwestern.edu if you have any questions.

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Policy last updated: 10/14/24