Frequently Asked Questions
Jump to a question:
- How do I have a purchase order resent?
- Where can I find a tax-exempt certificate?
- Who is responsible for completing credit applications received from vendors?
- I'm having trouble logging in to iBuyNU, NUFinancials, etc. What should I do?
- What is he proper procedure if I have a contract that needs to be signed?
- What is the time frame between approval of a requisition and the creation of a purchase order?
- Where can I locate a W-9 form to be sent to a vendor?
- What is the procedure for entering a new vendor in the system?
- How do I make a change to a purchase order?
- How do I create or modify a ship to code?
- Where can I find the Conflict of Interest Form?
1. How do I have a purchase order resent?
Contact PRS at purchasing@northwestern.edu with your request. Make sure to include the PO number, vendor name and vendor fax number or email address.
2. Where can I find a tax-exempt certificate?
PRS keeps information related to Northwestern’s tax-exempt status in Illinois as well as several other states on file. If a department/school needs proof of Northwestern’s tax-exempt status, please adhere to the following:
- An official Purchase Order should be issued to vendors for University purchases. It references the standard NU Purchase Order terms which includes tax-exempt information.
- Many vendors will accept an Illinois Tax-Exempt One Time Use Letter for individual purchases, which includes appropriate approval information.
- PRS can send the official Illinois Tax-Exempt Certificate (or the official certificate from other states where NU is tax-exempt) directly to vendors that do not accept either of the above. PRS does not provide the official Illinois tax-exempt letter to departments/schools. For more information, contact PRS at 1-8120 or purchasing@northwestern.edu.
3. Who is responsible for completing credit applications received from vendors?
It is against University Policy to complete/sign any vendor forms. Forward any credit application requests to purchasing@northwestern.edu. PRS will send the necessary information directly to the vendor.
4. I’m have having trouble logging in to iBuyNU, NUFinancials, etc. What can I do?
For any financial management system related questions, please contact the Help Desk at 1-4357 or projectcafe@northwestern.edu.
5. What is the proper procedure if I have a contract that needs to be signed?
End users within departments/schools typically do NOT have the authority to sign ANY contracts or agreements with outside parties in the name of the University or one of its departments/schools.
Contracts and agreements of $25,000 or more that need to be signed by the University MUST be reviewed by the Office of General Counsel (OGC). Once the contract/agreement is reviewed and approved, it will be forwarded to the appropriate officer of the University for signature.
6. What is the time frame between approval of a requisition and the creation of a purchase order?
The system automatically sources all fully approved and budget checked requisitions into purchase orders every two hours (8am, 10am, 12pm, 2pm, 4pm, 6pm). For example, if a requisition is created at 8:30am, approved and budget checked at 9am, it will be sourced into a Purchase Order and be sent to the vendor at 10am.
7. Where can I locate a W-9 form to be sent to a vendor?
Accounting Services handles all W-9 information. Contact Veronica Hudgins at 1-5337 or v-hudgins@northwestern.edu.
8. What it the procedure for entering a new vendor in the system?
New vendors can be added through the NUPortal under the Purchasing & Payments tab > Vendor Add Maintenance > Request a New Vendor. For assistance, contact Accounting Services at 1-5337.
9. How do I cancel or make a change to a purchase order?
Changes can be made to a PO through the NUPortal under the Purchasing & Payments tab > Resource Forms > Make Changes to a PO. For assistance, contact PRS at 1-8120 or purchasing@northwestern.edu.
10. How do I create or modify a ship to code?
Please fill out the Ship to Request/Change Form (pdf). A complete list of active ship to codes (pdf) is also listed on this website. Email the completed form to purchasing@northwestern.edu or fax to 847-467-5400.
