Students may be assigned to a clinic or hospital site outside of the Chicago campus during their clerkship curriculum ECMH, or individual preceptorship. When you are required to travel off campus during these experiences, students are expected to utilize University shuttles, mass public transportation or your own vehicle.
In cases where transportation to a clerkship, ECMH or IP site is not easily accessible by public transportation or the arrival/departure to or from the site is time sensitive, the Clerkship, ECMH or IP Coordinator will work with you to identify the best method(s) of transportation. In these cases, students may qualify for a partial or full reimbursement for travel to the site. In specific situations, you may be reimbursed for travel via Metra, personal car, taxi, Lyft or Uber. When traveling, students are expected to travel together. The maximum reimbursement is $32 for each one-way trip. Exceptions may apply when multiple students travel together. Metra onboard fees are not reimbursed.
Reimbursements may be issued if a student is required to:
- Begin work assignment before 6 a.m.
- Work later than 9:30 p.m. or, for those at the Jesse Brown VA, after the last shuttle.
- Travel to an outpatient facility that is not readily accessible by public transportation
This policy is subject to change without notice.
Complete the following steps and submit materials to the appropriate Clerkship, ECMH or IP Coordinator within 30 calendar days of your first date of travel for which you are requesting reimbursement. Students with longer experiences may need to submit multiple reimbursement requests.
Section 1: Complete a Visitor’s Expense Report Form
To obtain a Visitor’s Expense Report, go to: https://www.northwestern.edu/financial-operations/policies-procedures/forms/visitors_exp_rpt.pdf
Download the form.
A unique barcode and number should appear in the "Request #" field on the form. If it does not, you may need to move to a desktop computer and save the PDF to your computer prior to printing. The Request# serves as the invoice number for your reimbursement, which is why every Visitor’s Expense Report must have a unique identifying number.
Complete the following fields on the Visitor’s Expense Report form:
Visitor’s Name (legal name)
Address (include apartment or unit number)
City, State, Zip
Date(s) of travel, from (first date) and to (last date)
The description field should include
If your request for reimbursement is for ECMH, be sure to include the ECMH site (Erie, PCC South, etc) and preceptor.
Explanation of Expense
Rail (if using Metra)
Ground Transportation (if using taxi, Lyft, Uber)
Automobile (personal car--total miles/tolls; Motor Pool rental car --gas/tolls)
Sign and Date Visitor’s Expense Report. A digital signature is acceptable (a typed name is not).
Note: If you receive a payroll check from Northwestern University, please let the Coordinator know so s/he can determine if a different type of reimbursement form needs to be completed.
Section 2: Supporting Documentation to be Submitted
Visitor’s Expense Report Form (with a unique request # as noted in Section 1).
Use of University Motor Pool Rental Car---Gas and toll receipts may be submitted for reimbursement. Parking is not reimbursed. The cost of missed tolls, violations, and associated fees will be the responsibility of the driver.
The required documents should be scanned in as a single PDF in the order below and emailed to the appropriate Coordinator.
Section 3: Review and Processing of Request
Requests for reimbursement will be reviewed for accuracy and completeness by the Coordinator and in the order that they are received.
If forms are NOT accurate and/or complete, the Coordinator will reach out to the student regarding necessary edits/corrections.
When documentation is accurate and complete, the Coordinator will forward the request to the Office of Medical Education for additional review and processing. If additional information is needed, a member of the Office of Medical Education will reach out to you.
If you have questions regarding the reimbursement process, please contact the appropriate Clerkship Coordinator. If you have questions regarding the status of a travel reimbursement please email the Office of Medical Education at firstname.lastname@example.org