FORMS

When do I use a ...?

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.

Example: If $20 was charged to expense object 3010 on account number 0100-350-101A and it should have been charged to expense object 5720 on account number 0110-350-150B, you would process a RAC form to correct this error.

RAC forms can be ordered through the University Stores Program.

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.

RBAC form can be found at http://www.northwestern.edu/budget/Electronic%20Forms.htm

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.

This form can be downloaded at http://www.northwestern.edu/budget/TV%20Page.htm

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.

This form can be found at http://www.northwestern.edu/finsys/forms/formmenu.htm

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.

The T&E form can be found at http://www.northwestern.edu/finsys/forms/formmenu.htm

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.

The Access Request Form can be found at http://www.northwestern.edu/finsys/forms/formmenu.htm

Single Source Justification Form - This form is required for all purchases over $25,000. 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.

This form can be found at http://www.northwestern.edu/finsys/forms/formmenu.htm

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.

This form can be found at http://www.northwestern.edu/finsys/forms/formmenu.htm

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.

This form can be found at http://www.northwestern.edu/finsys/forms/formmenu.htm