CS Reimbursement Request Form

CS Reimbursement Request Form

The form will take approximately 5 minutes to complete. Please ensure you have all your documents digitized and combined into one pdf file ready for submission prior to starting.

Required Supporting Documentation

Reimbursement Request Worksheet

This worksheet must accompany every reimbursement request. Please make it the cover page of your pdf submission.

https://www.mccormick.northwestern.edu/computer-science/documents/resources/cs-reimb-worksheet.pdf

Expense Approval

Email from the faculty confirming the project name or chartstring the expense should be charged to.

Transportation

Flight – Email confirmation for flight reservations and boarding passes.

Ground transportation – taxi, rail, shuttle service, and parking receipts. Make a note on each receipt indicating where the trip was to/from.

Personal auto use – Google map showing route and mileage.

Lodging

Hotel – Final bill showing payment was made.

Conference Registration

Registration confirmation showing conference fee payment, name and dates of conference.

Meals

Itemized restaurant receipt showing the items purchased. Tips are reimbursable.

Event flyer, invitation or screen shot of email/Slack announcing meeting or event.

Include list of attendees and university affiliations for group meals.

Per Diem

If you are requesting per diem, print the rate for your destination from http://www.gsa.gov/portal/content/104877.

Notes

All receipts should include proof of payment, such as "paid via Master Card xxxx-xxxxxxx-1234" or "paid via PayPal." If the receipt does not include proof of payment, please include a copy of your credit card statement highlighting the charge & omit the account number.

If receipts are in foreign currency, include a printout of the rate conversion and write the US dollar amount next to each receipt. Conversion calculator can be found at http://www.oanda.com/currency/converter/

Retail sales tax is not reimbursable (e.g., sales tax at Target). Hotel and restaurant taxes are reimbursable.

NU Travel Policy: http://www.northwestern.edu/uservices/travel/policies.htm

Student ID*

Last Name*

First Name*

Net ID*

Preferred Email*

Program or Appointment*

Select or enter value

Business Purpose*

Business Purpose (justification) of why this expense should be reimbursed using the chart string(s) below. If using Grant funds, please explain how this expense/conference attendance benefited the specific project/research (i.e., data was presented, not just professional development):

Chartstring*

Is this a travel reimbursement?*

Select or enter value

Do you have a TGS or CTG travel grant?*

If yes, please include the confirmation email with your document upload.

Select or enter value

Do you have a CS Travel grant?*

If yes, please include the confirmation eamil with your document upload.

Select or enter value

CS Travel Grant #

Travel Dates*

Were there any days of personal travel on this trip?*

If yes and you are being reimbursed for airfare, a screenshot of a comparable flight showing what the cost would have been if you only had business travel must be included in your documentation.

Select or enter value

Are you taking per diem?*

Select or enter value

Prepaid Expenses*

Are there any prepaid expenses you are not getting reimbursed for (e.g. conference registration paid for on PCard or flight booked through Egencia)?

Select or enter value

Additional Comments

File Upload*

Drag and drop files here or

Send me a copy of my responses

Privacy Notice|Report Abuse