RESEARCH WORKSHOP POLICY AND PROCEDURES

(REVISED MAY 21, 2012)

RESEARCH WORKSHOP ACCOUNTS

The Humanities Institute administers workshop funds. Each approved workshop is allotted funds to spend for one academic year (September-June). Workshop funds do not roll over into the next year. Workshops must use all their funds by the end of spring quarter. All workshop purchases and expenses must comply with Northwestern University policy and procedures. Receipts or invoices for Workshop expenses should be submitted promptly after the expenditure. Workshop funds may be used to cover expenses such as photocopying workshop materials, books, meetings, and travel expenses and reasonable honoraria for invited speakers. Expenses submitted after 90 days are not reimbursable. Workshop funds may not be used for the following: Hiring staff, consultants or student assistants Co-sponsoring of events on campus

For questions regarding policies governing workshop expenditures, please consult with Humanities Institute Program Assistant, Megan Skord Campbell, at 847-467-4303 or megan.campbell@northwestern.edu. CO-SPONSORSHIPS All workshops are encouraged to seek co-sponsorship from other sources within as well as outside of the University. It is essential that workshops provide the Institute with complete information regarding any co-sponsoring parties, including the amount of the incoming sponsorship funds, and a contact person. Please note that the Institute does not house external grants from Federal or State Government sources, or private Foundations. HONORARIA Workshops can offer reasonable honoraria to visiting speakers. The following two forms must be signed and completed in order for a visiting speaker to receive payment: a W9 and a Contracted Services form. Non-resident visiting speakers have different forms to fill out, which are available upon request. A Visiting Speaker packet that includes all required forms can be obtained from the Institute. Packets should be requested at least three days prior to the speakers visit. Visitors may also receive reimbursement for travel expenses. Please see Speaker Expenses and Reimbursements. TRAVEL The Institute will coordinate travel arrangements including airfare and hotels for visiting speakers. A minimum of two months notice is required for airline bookings. Northwestern University policy requires economy class travel on flights 12 hours or less. Business class is permissible on flights in excess of 12 hours (subject to written pre-approval). Please take the time to familiarize yourself with Northwestern Universitys Travel Policies and Procedures at: http://www.northwestern.edu/financial-operations/policiesprocedures/policies/travel.pdf BOOKS Workshop coordinators may place book orders through Norris Bookstore. Workshop coordinators may also order from another source and submit receipts for reimbursement. When ordering from an outside source, a tax exempt letter should be requested. Northwestern University will not pay sales tax on purchases. Books can be held at the Institute for pick-up or sent to you via campus mail. MEALS & RECEPTIONS

POLICIES AND PROCEDURES

The maximum number of attendees at lunch or dinner is 3 plus the guest speaker. Only one meal with the guest speaker during their visit is reimbursable. Original itemized receipts must be submitted for reimbursement of meal expenses, as per NU policy. The maximum cost for dinner (including alcohol, tax, and tip) is $65/person. The complete Northwestern University Entertainment and Courtesy Guidelines PDF can be found at: http://www.northwestern.edu/financial-

operations/policies-procedures/policies/entertainment.pdf

ROOM RESERVATIONS The Humanities Institute can house workshops of up to 40 people in our seminar room in Kresge 2370. (Please be aware that priority is given to Institute events, classes, and lectures). Due to the popularity of the room, workshops should reserve dates as far in advance as possible. Reservations are made through the Institute Program Assistant, Megan Skord Campbell, and are accepted by email only (megan.campbell@northwestern.edu). It is the responsibility of the workshop coordinators to secure a larger room on campus if the workshop exceeds the 40 person limit. The Institute Program Assistant, Megan Skord Campbell, administers funds for all the workshops, processes reimbursements, and arranges for purchases. If a workshop coordinator has questions about whether or not an expense is allowable, the Institute should be contacted before any charges are incurred. WORKSHOP EXPENSES AND REIMBURSEMENTS There are four basic ways to process workshop expenses depending on the circumstance and the nature of the expense: 1. The workshop account is billed directly for travel expenses arranged through an NU travel agent or purchases at the NU bookstore. Simply have the agent contact us for the account number to bill or ask us in advance to provide you with an account number for the expense. 2. A workshop member pays directly and is reimbursed by submitting original itemized receipts for meals with guest speakers, books, computer software, printing supplies, copying costs, etc. Receipts need to be submitted promptly after the purchase to the Institute Program Assistant, Megan Skord Campbell. 3. Request the Institute generate a Purchase Order for the item or service. 4. Submit an invoice to the Institute for expenses such as photocopying, printing etc. Receipts must be submitted for reimbursement before the receipts are 90 days old. Expenses submitted after 90 days are not reimbursable. Invoices must be submitted to the Institute as soon as they are received. Workshops are encouraged to request the vendor send the invoice directly to the Institute. All invoices must be paid within 30 days of when the goods or service was delivered. SPEAKER EXPENSES AND REIMBURSEMENTS Visiting speakers may receive reimbursements for expenses incurred in connection with their travel to the University. Visitor expenses may include meals, ground transportation (taxi) and hotel. Visitors must complete and sign a Visitors Expense Report and submit the form and itemized receipts to the Institute promptly after his/her visit. Please note this form is part of the Visitor Packet available at the Institute. Only expenses that comply with NU policy are reimbursable. Please refer to Travel Expenditures not Reimbursable by the University at: http://www.northwestern.edu/financialoperations/policies-procedures/policies/travel.pdf Completed forms and receipts must be submitted for reimbursement before receipts are 90 days old. MONTHLY FINANCIAL STATEMENTS Monthly financial statements for workshop accounts are available by request. Workshops are urged to keep accurate financial records of all workshop expenses. Please note that in the event that a Research Workshop overspends their allocated funds, the co-organizers of the Research Workshop are responsible for those overages, and not the Kaplan Institute.

FUNDS ADMINISTRATION

Alice Kaplan Institute for the Humanities 1880 Campus Dr, #2-360 Evanston, IL 60208-2225 2 Phone: 847-491-7946 Fax: 847-467-3978 hum@northwestern.edu www.humanities.northwestern.edu