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Northwestern University

Faculty and Staff Administration

Faculty Affairs


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Travel and Events

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Contact Information

Question/Issue
Contact Name
Contact Email
Contact Phone
Human Resources Danny Fisher dfisher@northwestern.edu 847-467-7561
Events and
Programming
Fran Petty f-petty@northwestern.edu 847-467-4172
Facilities
Management
Joel Trammell joel-trammell@northwestern.edu 847-491-2206
Finances Danny Fisher dfisher@northwestern.edu 847-467-7561

All other
administrative questions

Fran Petty or
Danny Fisher
f-petty@northwestern.edu, dfisher@northwestern.edu 847-467-4172
847-467-7561

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FAQs

Please also see the University FAQs on events.

Events and Programming

Our department (faculty, staff, student, etc.) has had to cancel an event. We have incurred non-refundable expenses that we are unable to recoup due to the terms of the contract. What is the policy on whether those expenses will be considered allowable?

Expenses normally allowable for events are eligible for expensing under our standard processes.  Any item that is not covered by policy requires an exception request to be submitted to Jessica Clements.  All exception requests will be reviewed on a case-by-case basis. 

Our department (faculty, staff, student, etc.) has had to cancel an event. We have incurred non-refundable expenses that we are unable to recoup due to the terms of the contract. Are there any resources at the University or College level that might be available to offset the hit to our expenses we will incur?

At this time, there are not additional resources that have been made available to offset any losses. All non-sponsored expenses should be charged to the same source of funds you would otherwise have utilized. For all sponsored expenses, please consult the guidance of your research administrator or the respective funding agency.

Travel and Visitor Finance and Expense

Our department (faculty, staff, student, etc.) has had to cancel travel (for spring break, conference, etc.) We have incurred travel expenses (nonrefundable tickets, change fees, etc.) that we are unable to recoup due to Coronavirus related travel cancellations or adjustments. What is the policy on whether those expenses will be considered allowable?

Expenses allowable per the University Travel and Entertainment Policy are eligible for expensing under our normal processes. Any item that is not covered by policy requires an exception request to be submitted to Jessica Clements at jessica.clements@northwestern.edu. All exception requests will be reviewed on a case-by-case basis.

Our department (faculty, staff, student, etc.) has had to cancel travel (for spring break, conference, etc.) trip. We have incurred travel expenses (un-refundable tickets, change fees, etc.) that we are unable to recoup due to Coronavirus related travel cancellations or adjustments. Are there any resources at the University or College level that might be available to offset the hit to our expenses we will incur?

At this time, there are not additional resources that have been made available to offset any losses. All non-sponsored expenses should be charged to the same source of funds you would otherwise have utilized. For all sponsored expenses, please consult the guidance of your research administrator or the respective funding agency.

Our graduate student visit weekend(s) are approaching and some prospective students may be unable to get to Northwestern. Normally we would reimburse them for their privately organized travel arrangements via a visitor’s expense report. Can we still reimburse them for change or other fees incurred?

Change fees may be reimbursed from the same source of funds you would have otherwise used. Please check with Jessica Clements at jessica.clements@northwestern.edu about the specific situation and we will advise if an exception will be needed based on the circumstances.

A student (faculty, staff, etc.) has previously planned travel to attend a conference that has not been cancelled however now has concerns about travelling. The travel is non-refundable (hotels, flights, conference fees). If that person no longer wishes to travel for any reason (concern, already feeling under the weather, etc.), is there some fund that can provide reimbursement?

At this time, there are not additional resources that have been made available to offset any losses. All non-sponsored expenses should be charged to the same source of funds you would otherwise have utilized. For all sponsored expenses, please consult the guidance of research administrator or the respective funding agency.

Our department (faculty, staff, student, etc.) has had to cancel an event. We have incurred non-refundable expenses that we are unable to recoup due to the terms of the contract. What is the policy on whether those expenses will be considered allowable?

Expenses normally allowable for events are eligible for expensing under our standard processes.  Any item that is not covered by policy requires an exception request to be submitted to Jessica Clements.  All exception requests will be reviewed on a case-by-case basis. 

Our department (faculty, staff, student, etc.) has had to cancel an event. We have incurred non-refundable expenses that we are unable to recoup due to the terms of the contract. Are there any resources at the University or College level that might be available to offset the hit to our expenses we will incur?

At this time, there are not additional resources that have been made available to offset any losses. All non-sponsored expenses should be charged to the same source of funds you would otherwise have utilized. For all sponsored expenses, please consult the guidance of your research administrator or the respective funding agency.
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