Booking Transportation

Policy Statement

Northwestern University provides the following policies and procedures for all available transportation options. Please read the policies carefully, as some of them are non-reimbursable and/or require pre-approval from the Office of Student Life or the KSA.
Travel, Entertainment and Courtesy Policy

Buses

Bus Charters

Looking for group transportation for events? If you plan on chartering a bus locally, you are required to do so through University Services, who works with pre-approved, competitively-priced vendors. Remember: all bus rentals must remain alcohol-free, and party bus rentals are never permitted.

Step 1: Place your bus order by filling out the Vehicle Reservation Form.
Step 2: University Services will arrange your trip and provide the contact information for your assigned driver.
Step 3: Payment is made directly from your club funds. Have your treasurer provide your club's chartstring to University Services; if your treasurer does not know your chartstring (it's different than your SOFO or KSA number), he or she can contact your Club Coordinator.

If you plan on chartering a bus out of state, you must follow these steps:

Step 1: Obtain a contract from the charter company following these instructions.
Step 2: Work with your Club Coordinator to obtain a certificate of insurance from the charter company that meets University requirements; this will have to be submitted alongside the contract.

Campus Shuttles

The University shuttle is a free service provided to Kellogg students with a valid WildCard.
Routes, trackers, and FAQs can be found on the Campus Shuttle website.

Automobiles

Motor Pool

The Motor Pool provides vehicles for official University business use by student organizations. A University-owned vehicle must be rented from the Motor Pool when departing from the Chicagoland area. It offers:

Locations on the Evanston and Chicago campuses;
Full insurance coverage, included in the rental charge;
A selection of sedans (4 to 5 people), minivans (7 people), and cargo vans (2 people); and
Parking privileges in all University parking lots on the Evanston campus.

Reservation information and policies are available on Motor Pool’s website.

Commercial Car Rentals

Commercial rentals may be used outside of the Chicagoland area.
Students should follow these instructions for reimbursement.

Personal Vehicles

Mileage is reimbursable at a rate of 0.5400/mile (covers fuel, maintenance, insurance, transportation and operating costs).
Tolls and reasonable parking charges will be reimbursed in addition to the mileage allowance.

Ground Transportation

Uber, Lyft, taxis and other similar transportation services are limited to $20/person round trip. Contact the Student Life Office for more information.

Air Travel

Airfare and travel expenses require prior approval from the KSA; please contact the Executive Vice President of Clubs & Finance.

Questions? Contact your Club Coordinator at groupeventsupport@kellogg.northwestern.edu, (847) 467-1096, or stop by the Student Experience Center (Suite 1391).