Resources
Filing Expense Reports

Expense Reports

The expense report must be filed online through the NU Financial System (NUPortal), and you may reach out to me-purchasing@northwestern.edu for questions about entry.

How to File Your Expense Report

  • Log into the NUPortal
    • Problems logging in? Call Customer Service at 1-4357, Option 2
  • Log in to NU Financials (on the left side)

Once You Are in the NU Financials System

  • Click Employee Self-Service
  • Click Travel and Expense Center
  • Click Expense Report then click Create to create a new expense report

Expense Report Entry

Expense Report Training Guides

Create Expense Report Screen

General Information

When you are on the "Create Expense Report" screen, complete the following fields:

  • Description: Enter a brief description of the travel or reimbursement request. If additional information is needed, use the Comments section.
  • Business Purpose: Select the option from the drop-down menu that best describes the purpose of the expense.
  • Accounting Default: Click the link below "Default Location" to access the accounting information screen. Enter the appropriate chartstring, including:
    • Fund – Department – PC Bus. Unit (NWUNV) – Project – Activity

Details Tabs

  • Overview: Include the expense type, expense date, and amount.
  • Detail: Provide a description of the expense and receipt.
  • Air/Hotel: Enter the airline ticket number and the number of hotel nights. Only room charges should be included in the hotel section. Expenses such as meals, parking, or long-distance calls must be listed separately.
    If airfare or hotel expenses were paid through Key Travel or by ME staff, you must still include the expense in your report and select "School Paid."
  • Mileage: Complete this section if you are requesting reimbursement for mileage on a personal vehicle.
  • Currency: Enter the exchange rate using Oanda or provide a credit card statement showing the amount charged in U.S. dollars.

Before Submission

  • Print the expense report by clicking "Printable View" (located in the bottom-right corner of the screen).
  • Attach all itemized receipts behind the expense report.
  • Combine the expense report and all supporting receipts into one PDF file for submission.