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Northwestern University

Approvals and Workflow

Requisitions (REQ) are budget-checked and require approval in NUFinancials prior to being sourced into a Purchase Order (PUR) and sent to the vendor. Below are some of the approvals that may be required, depending on the type of purchase:

Purchases Less Than $25,000:

Departments and schools have the authority to make purchases less than $25,000 without the approval of Procurement and Payment Services (PPS).

ALL Requisitions for blanket purchase orders will require the approval of PPS, regardless of dollar value.

Purchases of $25,000 or More:

Requisitions to order products from Preferred Vendors through iBuyNU will NOT require PPS approval. Requisitions of $25,000 or more to order products or services from Preferred Vendors that are not in iBuyNU will require PPS approval; however, it is expected that these approvals will occur very quickly since all pricing and terms and conditions have already been established by PPS.

Purchases Requiring PPS Approval

Purchases requiring the approval of PPS are handled as follows:

PPS will not approve Requisitions that do not comply with Purchasing Policy. Detailed information will be communicated to the department/school when a Requisition is not approved.

Additional Special Approvals:

Restricted Commodities

The purchase of certain commodities may require special steps and/or an additional electronic approval from the Office of Research Safety before it can be sourced into an official Purchase Order. When initiating the Requisition, the appropriate Account Code must be used so all appropriate approvals can be obtained. This applies to the following:

The Office of Research Safety will also monitor purchases of Respirators and Select Agents (Toxins) in a post-audit fashion. Departments/schools must select the correct 'ship to' code when ordering the above commodities:

Purchases Using Grant/Sponsored Project Funds

The purchase of products and services of $2,500 or more using grant funds also require the approval of Accounting Services for Research and Sponsored Projects (ASRSP). When initiating the Requisition, the appropriate Account Code must be used so all appropriate approvals can be obtained.
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