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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


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:

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.


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).