Create an Expense Report

Who can submit an Expense Report?

Employees who incurred expenses for legitimate business purposes
Employees/Proxies who are authorized to enter expense reports on behalf of another employee

What rules govern expense reports?

NU Travel, Purchasing, NCAA regulations and Entertainment and Courtesy Guidelines
The individual requesting an expense report must be listed in the HRIS database

Taken from the Information Technology Administrative Systems website: Information Technology Administrative Systems.

Step-by-step guide for Submitting Expense Reports

Log into NU Financials with your NetID and password.
Click on the "Expenses" tile.
Click on "Create Expense Report".
- One expense report should include all expenses for that specific trip or event. Expenses incurred after a trip has concluded should be put into a new expense report separately.

Fill out the "Business Purpose," "Description," and "Expenses Supervisor" fields. "Expenses Supervisor" will always be 0.
Click "Expense Report Action" dropdown and select "Add Expense Lines."

Change the date to the day that the expense was incurred.
Select "Expense Type."
- Meals should be "Domestic Breakfast," "Domestic Lunch," or "Domestic Dinner." Do not use "Domestic Meal Group" or "Domestic Per Diem." Each Expense should be separated.
- Out of country expenses will utilize foreign expense types.

Add a short description of each expense.
- Official visits meals and all non-athletic team meals should include a list of all attendees and their relationship to NU in the description.
Select "Cash or Personal Credit Card" for the "Payment" field.
Add amount in US Dollars.
- Out of country trips should also be in US Dollars. Please include either a credit card statement or screenshot of the conversion rate through Oanda.
Repeat these steps for each expense.

Scan all Itemized receipts from the expense report into one pdf document.
- Please include all required supporting documents, such as:
  - A travel request Formshould be added when traveling. Please include both the outbound and return flight information if traveling by plane. If not, please leave flight information blank.
  - An Awards Form should be submitted and approved by compliance prior to submitting an expense report.
  - All Official Visit Forms should be submitted and approved by compliance prior to submitting an expense report.
  - A Cash Disbursement Form should be submitted when providing individual meal money to student-athletes.
  - Recruiting meals should have a list of all attendees of the meal.
Click "Save" in the top right corner.
- "Expense Entry Errors" will show. You can ignore this message.
Click "Review and Submit."
- Do not click on "Budget Validation" or "Submit."
Click "View Printable Report." Add the report to the PDF Document with the receipts.
Send a copy of the report and all receipts to bizoffice@northwestern.edu to process payment.