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
Step 1: Go to NUFinancials 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.
Step 2: Filling Out A Report
- 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."
Step 3: Adding New Expenses
- 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.
Step 4: Submitting the Report
- 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.
- Please include all required supporting documents, such as:
- 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.