*NEW* 90-Day Rule Memo

90-Day Rule Exception Form

Request for Accounting Correction (RAC) - This form is to be used to correct transactions posted to incorrect account numbers; to redistribute the cost of goods and services between several accounts; or to correctly post revenues deposited to the wrong account. Please note that a RAC can only move funds from one expense object to another expense object, or from one revenue source to another revenue source.

Request for Budget Appropriation Change (RBAC) - This form is used to increase and decrease budgets on appropriated accounts. Any changes to the budget of an appropriated account must be approved by the area Financial Manager and reviewed by the Budget Analyst assigned to that area.

Paper IV- (internal invoicing) This form is used to submit 5-10 lines of charges. Or if you rarely submit charges to Accounting Services. Paper IV's have to be printed on blue paper and mailed to: Accounting Services, 619 Clark, Evanston Campus.

Electronic IV Registration Form- (internal invoicing) This form is used to enroll in the Electronic IV program and to obtain a department code to submit charges electronically.

More information about the Electronic IV program can be found at
http://www.northwestern.edu/accounting-services/option2e.html

Transfer Voucher (TV) - This form is used to transfer funds from one account to another. In general, TV's are used when a decision is made to support a program or activity. TV's are not allowed for cost sharing or the moving of expenses or revenues and are not allowed on grant or agency accounts. All TV's must be approved by the area Financial Manager and the Budget Office.

Example: Funds from administrative account 0010-300-0001 are used to fund a new professor's lab account 0100-300-101B.

NU Receipt Form (NUR) - The NUR is used by departments to communicate deposit information to the Bursar's Office. When accompanied by the correct amount of checks, currency and charges, the Bursar's Office will validate the NUR. The validated NUR serves to document the deposit for department and data control purposes. For deposits that include charge transactions, the Bursar will provide customized instructions for deposit.

This form can be ordered from the Northwestern University Office Stores Program.

Purchase Requisition Form (PR) - This form is used for university related transactions such as:

Orders that require foreign currency (Ruesch)
Petty Cash
Cash or Check Advances
Internal orders (Facilities Management, University Relations, etc.)
Auto Payments - Payments using more than 5 CUFS account numbers
Balance Sheet Accounts.
This form can be ordered from the Northwestern University Office Stores Program.

Non-Travel Expense Report Form - This form is used to reimburse employees for purchases of supplies or services not associated with travel.

Purchasing Polices and Procedures can be found at http://www.northwestern.edu/finsys/polcydoc/e&cmenu.htm

Travel and Entertainment Expense Report Form (T & E)- This form is used to reimburse employees who have advanced their own funds for expenditures associated with travel.

Travel Policies and Procedures can be found http://www.northwestern.edu/finsys/polcydoc/travelmenu.htm

CUFS2000 Access Request Form - These security forms are used for new users requesting access to the CUFS2000 System.

Single Source Justification Form - This form is required for all purchases $25,000 and over. All requisitions for purchases amounting to $25,000 or more are to be accompanied with a completed Bid Documentation/Single Source Justification form. Sound fiscal management and common sense dictate that purchases of goods or services should be made from the best source considering price, quality, and service. This logic applies regardless of the size or complexity of the transaction. But the larger the purchase expenditure, the more exposure to risk we have. In order to minimize that risk, the level of control grows with the dollar value of the purchase.

Vendor Code Request Form for Companies - Use this form to ADD or UPDATE information for Companies, "V" vendors having an Federal Employer Identification Number (FEIN), to be paid through Accounts Payable in the financial system. Before submitting the request, confirm that a vendor code does not already exist and/or verify the accuracy of data already entered. This form must be completely filled in and legible, and must include the correct FEIN. If completed correctly, entry into the system will be up to two (2) working days. Fax or mail this form to POPS.

Vendor Code Request Form for Individuals - Use this form to ADD or UPDATE information for U.S. non-employees to be paid through Accounts Payable in the financial system. First determine if the individual should be processed through Payroll instead; see below. Confirm that a vendor code does not already exist and/or verify the accuracy of data already entered. Errors in the vendor database may result in financial liability to the payee and the department requesting payment. This form must be completely filled in and legible, and must include the correct SSN or TIN. If completed correctly, entry into the system will be up to two (2) working days. Fax or mail this form to POPS.

NU Invoice - (external invoicing) Use this form for billing external individuals and organizations that have purchased goods or services from a university unit. The NU invoice and subsequent customer payment are processed by Accounting Services through CUFS.

Evanston, IL 60208