Clerkship Transportation Reimbursement Policy
As part of their required clerkship curriculum, students may be assigned to clinic or hospital sites outside of the Chicago campus perimeters. When students must travel off campus, they are expected to take University shuttles, public transportation, or their own vehicle.
Evanston Hospital
In specific situations, students traveling to Evanston Hospital may be reimbursed for cab fare. Reimbursements are issued when:
- A student is required to start clerkship work before 7 AM
- A student is required to work later than 9:30 PM
Students are expected to travel together by taxi whenever possible. Students who meet the above criteria will be reimbursed for one-way cab fare less the cost of CTA public transportation (one way ride plus transfer, currently $2.00). Outpatient Facilities
A student may qualify for mileage reimbursement for use of a private vehicle if he or she must report to an outpatient facility for required clerkship duties. Mileage would be reimbursed (less the cost of round trip public transportation) if a student needs to drive to and from a remote site not readily accessible by public transportation. The student will be reimbursed at the current Northwestern University mileage rate. A student reporting to an outpatient facility that is readily accessible by public transportation (Metra, CTA) will be reimbursed for RTA travel fare less the cost of CTA public transportation (one way ride plus transfer, currently $2.00). For Metra travel, reimbursements will be based on counter ticket purchase price only. Process for Requesting Reimbursement for Required Clerkship Travel Reimbursement for clerkship transportation is subject to review and approval by the Augusta Webster Office of Medical Education (AWOME) and the NU Accounts Payable department. A difference between reimbursement request and actual payout may result when Office and University policy are applied. Students requesting transportation reimbursement must submit the following to the AWOME (Ward 3-130) within 45 days of qualified travel: - Documentation confirming destination and expense:
- RTA multi ride ticket: a student must identify how many rides were used for travel. A printout of the RTA schedule identifying zones of travel can be submitted in lieu of the multiride ticket. A partial payment for those qualified trips will be made.
- Taxi: single ride receipt for each leg of travel and a list of fellow cab passengers. Reasonable tips associated with taxi rides can be included in request for reimbursement. An inflated tip should not be given to cover fees associated with paying with a credit card. Documentation should include a brief explanation regarding the reason RTA could not be taken.
- Mileage Reimbursement: a list of carpoolers and a printout of directions/mileage (generated by MapQuest or Google Maps) is required. Documentation should include a brief explanation regarding the reason RTA could not be taken.
- The name of the clerkship
- The dates and times of qualified travel
- The destination addresses
- A signed travel reimbursement form. Form type varies on method of transportation. AWOME staff will direct students to the correct form when documentation is submitted to the Office.
- A signed vendor code request form may be needed if a student is not listed in the NU financial system. An AWOME employee will direct students to sign this form if needed when documentation is submitted to the Office.
Once all required documentation is submitted to the AWOME, a reimbursement check will be generated and sent to the student's current address within two to three weeks. Students interested in the status of their reimbursement request may contact Sarah Sproule (s-sproule@northwestern.edu). Students having questions regarding their specific travel needs are expected to speak to their clerkship coordinators.
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