As part of their required clerkship curriculum or M2 preceptorship, students may be assigned to a clinic or hospital site outside of the Chicago Campus. When students must travel off campus, they are expected to take University shuttles, mass public transportation or their own vehicle.
In specific situations, students traveling off campus may be reimbursed for travel via Metra, personal car or, in unusual circumstances, taxi. Please note that some clerkships provide transportation options at little or no cost to students. Students should utilize these options. In cases where the clerkship does not provide transportation options, a student may qualify for travel reimbursement to their primary assigned site.
Whether traveling by taxi or Metra (counter ticket purchase price only) reimbursement will consist of the one-way cost less the cost of CTA public transportation; one way CTA ride plus transfer is currently $2.50. For personal vehicles there is a $5 deduction. Please note students will be reimbursed from the Chicago campus or home, whichever is shortest, up to a maximum of $30 each way.
Reimbursements may be issued when:
- A student is required to start clerkship work before 6 AM.
- A student is required to work later than 9:30 PM or, for those at the Jesse Brown VA, after the last shuttle.
- A student traveling to an outpatient facility or McNeal Hospital that is readily accessible by public transportation (Metra, CTA) will be reimbursed for Metra travel less the cost of CTA public transportation (one way ride plus transfer is currently $2.50). If traveling by car or taxi students are expected to travel together whenever possible.
All requests will be reviewed by the appropriate clerkship coordinator/director for validation and the AWOME for adherence to department and Northwestern University policies and guidelines.
Please Note: This policy is subject to change without notice.
TAXI/METRA/CAR
1. Gather all receipts for taxi/train or print Google map if you drove by car.
2. Please fill out the correct tab for your travel reimbursement (cab, car or multiple travel reimbursement tab) on this excel worksheet.
When you have completed the form, email the excel sheet to omereimburse@northwestern.edu.
3. Forms and supporting documentation, including required student signature, must be completed and received by the Augusta Webster, MD, Office of Medical Education within 45 calendar days of the earliest date of travel for which you are requesting reimbursement. Materials should be submitted as a batch.
4. Determine whether you are categorized as a Northwestern employee or not (see grid below):
If you are NOT a Northwestern employee (you have not been paid by the university since December 2, 2007) | If you ARE a Northwestern employee (you have been paid by the university since December 2, 2007) |
A) If you are NOT an employee of the university, then you go to the following web site: http://www.northwestern.edu/finsys/ps/forms/FormsLinks.pdf B) Please select VISITOR'S EXPENSE REPORT FORM and complete (click here to see sample form). C) Tape receipts on all four sides to paper, making certain to write in the request number in the upper right corner of each page that contains receipts. Use this page for your receipts (the request number can be found on the Visitor's Expense Report on the barcode at the top right hand corner). D) Print out the completed form, sign it and bring it in with your receipts or maps to the Augusta Webster, MD, Office of Medical Education, Ward 1-003. | A) If you are an employee, please go to the NU Portal at https://nuportal.northwestern.edu/nuportal/login.html B) Use your NetID and password to login and create an expense report for your travel. C) Tape receipts on all four sides to paper, making certain to write in the report ID number in the upper right corner of each page that contains receipts. Use this page for your receipts (the report ID number can be found at the top of the page). D) Print out the completed form, sign it and bring it in with your receipts or maps to the Augusta Webster, MD, Office of Medical Education, Ward 1-003. Problems accessing the system? If you think you are an employee and you are unable to access the site, please contact us at omereimburse@northwestern.edu. |
If there are any problems with your form or receipts, we will be in contact with you. Requests will be reviewed in the order that they are recieved.
If you have any questions please call or email omereimburse@northwestern.edu.
