The Electronic IV program is used for billing internal departments that have purchased goods or services from another department or university unit and to eliminate the typewritten IV forms for departments that have multiple lines of customer charges for a single seller account. To start using the Electronic IV, Departments must be enrolled in the Program.

How to enroll in the Electronic IV program - To start using the Electronic IV, departments must first complete a Registration Form (below).

Complete the Registration Form to obtain a department code to submit an IV. The completed Registration Form should be e-mailed as an attachment to eIVJV@northwestern.edu or can be sent by mail to Accounting Services, 619 Clark, Evanston Campus. When the registration is approved, your department code will be e-mailed to you and you’re ready to start submitting Electronic IV’s.

Charges are submitted as a standardized Excel spreadsheet via e-mail. The Excel spreadsheet containing the charges requires the same information as the typewritten IV form. Please refer to the Sample IV (below) to see how the spreadsheet should be set up.

IV Spreadsheets containing the charges to be posted should be e-mailed to eIVJV@northwestern.edu, To avoid any delay in submission please follow the guidelines when preparing a spreadsheet to submit IV’s:

• Do not use any special formats (centering text etc.)

• Do not use dollar signs.

• Do not use any spaces in the cells.

When saving the spreadsheet always use the two digit Department code that was assigned and current date as the title. (Example: For Accounting Services the Department code would be AS, so the spreadsheet would be saved as AS02202007, (02202007 would be the date that the charges were submitted.)

It takes up to 2 business days for charges to post after being submitted. Charges can be verified by using the OLGL (On-Line General Ledger) or the EXPD (Expense) screens in CUFS within the month the charges are submitted.

Charges will appear in CUFS and on the Financial Statements as IV followed by your two-digit prefix and a number. For example:

IVAS092531311

After the month ends you can use the EXPD screen in CUFS to verify charges or call Accounting Services at (847) 491-5338. If there is a problem with the submission and the charges go into suspense, Elizabeth Gladic will clear or reject those charges back to the sender by E-Mail.

Evanston, IL 60208