Q: Whom do I call when I have a problem on an IV?

A: Contact Linda Surgick at 7-4318 or Polina Khait at 1-3870 in Accounting Services.
Also see the financial systems website transaction contact guide

Q: Whom do I contact to set up Electronic IV submissions?

A: Contact David Ackermann at 1-3608 or Jamal Davis at 7-5316.

Q: Whom do I speak to regarding an IV that was posted to my account?

A: Refer to the financial systems website transaction contact guide or contact Linda at 7-4318 or
Polina at 1-3870 in Accounting Services.

Q: What is the CR or JV for?

A: These are transaction type codes for a Cash Receipt and Journal Voucher, respectively.For additional transaction
types, see the Financial Systems website.

Q: What object/revenue should be used?

 A: For a description of object/revenue codes visit Financial Systems website or contact Accounting Services at
1-5337 or Budget at 1-7336. We will ask you for the expense or source of the revenue, and refer you to the
appropriate code. If the object of expense or revenue source is not open, contact the Budget Office ( for non-
sponsored accounts) at 1-7336 or OSR (for sponsored accounts) at 1-3003.

Q: My RAC was entered incorrectly, or I need to obtain a copy of the RAC that I prepared.Who shouldl I talk to?

A: Please contact Linda Surgick at 7-4318 or Polina Khait at 1-3870 in Accounting Services.

Q: I have a posting on my account that is in error.  What do I do?

A: Please contact Linda at 7-4318 or Polina at 1-3870 in Accounting Services. If we have made an error, we
will process the correction, otherwise, we will tell you how to correct the error.

ENDOWMENT & GIFT ACCOUNTING

Q: What is my endowment market value?

A: The endowment market value is equal to the number of units multiplied by the pool unit price.

Q: What is my endowment fund to be used for?

A: Please contact Ron Ehresman at 1-4723.  We will research/refer to original gift documentation and
provide you with the information.

PETTY CASH

Q: How much may I establish a petty cash account for?

A: A maximum of $300.

Q: How do I change the name of the custodian for the petty cash account?

A: Send your request via E-Mail to: e-gladic@northwestern.edu, Please be sure to reference the name of
the former custodian and the FUND-AREA-ORG to debit.

Q: How do I open or increase a petty cash account?

A: Complete a Purchase Requisition (PR) form naming the fund custodian as the payee, and the amount of the
fund or increase, and obtain department head approval.  Submit approved PR to Accounting Services.
Bring the PR to the Bursar to obtain cash funds.  Also see petty cash guidelines.

 PROCUREMENT CARD CARD PROGRAM

Note: For questions about the American Express Card Program – contact the Bursar, 1-5343

Q: How do I participate in the Procurement Card Program?

A: Current implementation plans require the Dean's Offices in the schools to commit to performing some
program oversight, as well as developing a standard reconciliation process within each of their departments.
It will ultimately be up to them to decide which, if any, of their departments will participate in the Program.
Please discuss the matter with the Dean's Office, and if they are willing to add you as a participant, ask their
Office to contact Accounting Services at 1-5340 to schedule a meeting.

Q: When using the Procurement Card, whom do I contact if my transaction is declined at the point of sale?

A: Please contact J.P. Morgan Chase Customer Service at 1-800-207-5359. Every effort will be made to
determine why the transaction was declined.  If the matter cannot be resolved by J.P. Morgan Chase
Customer Service, they will direct you to contact the Program Administrator, Mary Kay Hallissey
in Accounting Services, 1-5340.

SPECIAL SERVICES

Q: I have a question about my student account, Who do I speak to find out my balance, or if money was applied
to my account?

A: Please contact Student Accounts, 1-5224.

Q: How do I place a stop payment or request a copy of a check?

A: All requests for stop payments or photocopies are placed through the department that issued the check:

Accounts Payable, 1-7339

Payroll, 1-7362

Risk Management, 1-5610

Q: Our fraternity or sorority (F&S) has a loan with the University.  How do I find out what is the remaining
principal balance?

A: Please call Rita Magtibay at 1-4726.  The remaining principal should tally with the amortization schedule
provided there are no outstanding invoices.

Q: Can you tell us how much will be the F&S loan payment six months from now?

A: Please call Rita Magtibay at 1-4726.  The amount of payment can be found from the amortization
schedule for that particular F&S.  If the interest rate is to be adjusted within six months, the figure will be estimated.

TAX INFORMATION

Q: I need to obtain a copy of my tax form, whom do I contact?

A:  W2 - Payroll (847) 491-7362
     1042 - Payroll (847) 491-7362 
     1098E - Student Loans (847) 491-3125
     1098T - Student Accounts (847) 491-5224
     1099 Misc. - Accounting Services (847) 491-4720
     1099 - R - Accounting Services (847) 491-4720

A:   Federal Tax ID Number is 36-2167817

Q:  What do I do with a W-9 form from a vendor?

A:  Accounting Services will complete this form for you and return it to the vendor.  Vendors are required to
obtain tax identification numbers from customers to determine appropriate filing status for tax reporting.  Send
W-9 requests to Accounting Services, 619 Clark, Evanston Campus.  Attn:  W-9.

SALES TAXES

Q:  Are sales to faculty/staff taxable?

A:  If the purchases are for personal use, they are taxable.  If they are purchased using university funds for
business purposes, they are not taxable.

Q:  Should we charge sales tax on mail order sales?

A:  If the order is shipped to a destination within Illinois, it is taxable.
If it is shipped to a destination outside of Illinois, it is not taxable.

Q:  Should we charge sales tax on shipping charges?

A:  If the shipping is a separate charge on the mail order form then tax, should be calculated on
the cost of the items purchased only and not on the shipping.  If the shipping costs are included
in the cost of themerchandise tax is charged on the total amount.

Q:  What sales tax rate should we charge?

A:  A tax rate of 8.5% should be used.

© Copyright 2001 Northwestern University. World Wide Web Disclaimer and University Policy Statements

Office of Accounting Services	Last Updated : 3/4/2008
619 Clark St. Rm. 217
Evanston, IL 60208
Phone: (847) 491-5337

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