Plan work-related travel
- Does Northeastern have a preferred vendor for booking online travel?
Yes: Egencia. Users gain access to negotiated rates on airfare, lodging, and ground transportation. You can request an Egencia account here.
- Can I arrange travel for another employee?
- What are the most important characteristics of Northeastern’s Travel and Expense Policy?
- Expense reports must be approved by your next-level supervisor.
- Itemized receipts that include the Payor and Method are required for all purchases greater than $75.
- A business purpose is required for all purchases.
- What work- and travel-related expenses are reimbursable?
View this list.
- Are work-related meals reimbursable?
Yes. The next-level supervisor must review meal charges for reasonableness before approving reimbursement. Employees are always required to provide the business purpose.
- Is car mileage reimbursable?
Yes. The current rate is .54 cents per mile. The rate is subject to change each year.
- Is flight insurance reimbursable?
Yes, if this cost is approved by the traveler’s next-level supervisor.
- Are airline amenities such as extra leg room or boarding priority fees reimbursable if my seat is in economy class?
Yes, if your next-level supervisor approves.
- Is it OK to book the next class of service for my flight?
First-class domestic air travel and business class on international flights are not reimbursable unless authorized in advance by the President and/or the responsible member of the Senior Leadership Team for extended flights. Travelers with medical conditions that require the next class of service above economy class must have documentation from a physician certifying the condition. Approval by your dean or SVP is necessary for the next class of service above economy for both domestic and international travel.
- Can I be reimbursed for travel expenses I’ve paid before taking a work-related trip?
- Will the university’s insurance provider cover me for international travel?
Yes. Northeastern provides insurance to all full-time, benefits-eligible employees for business-related travel. Learn more here.
- Will I have to pay sales tax if I make purchases on the university’s behalf?
In a conventional retail transaction, sales tax is levied on the sale of goods. However, Northeastern is a nonprofit organization that is exempt from most state taxes. Before purchasing goods for the university, provide our federal tax exemption number (04-1679980) to the vendor to ensure that you are not charged sales tax. Find state-based tax exemption forms here. If you are charged sales tax, contact the vendor to seek a refund.
- Are copies of receipts acceptable? The person I’m reimbursing can’t send original receipts; they are located in another state or country.
Original receipts are preferred but copies are accepted when necessary.
- Are employees who make purchases on the university’s behalf required to have an AMEX (NUCard)?
No, but it is the preferred method of payment for most purchases under $5,000.
- What should I do if a vendor does not accept my NUCard?
Alternative options are:
- If you have not yet purchased the good or service, seek another supplier who accepts the NUCard.
- If the merchant cannot provide a reason, call AMEX at 1.800.528.2122 to learn why the card was denied.
- Use your personal credit card and file a reimbursement request with the university through Concur. Learn how here.
- Contact Michael Mallon or Mary Ann Walsh in Accounts Payable at firstname.lastname@example.org or email@example.com.
- Withdraw cash and pay the vendor. Then notify Mike Mallon or Mary Ann Walsh in Accounts Payable at firstname.lastname@example.org or email@example.com about the card rejection.