Procurement and Payment Services Information Session Q&A
May 26, 2020
Procurement and Payment Services hosted an Information Session in January on both the Evanston and Chicago campus. Hundreds of staff members attended the session, and we received great feedback from attendees. We encourage staff to reference and share the presentation slides, which have been uploaded to our website. We have also compiled the questions that were submitted ahead of time but not addressed in the presentation, and listed them below. We are looking forward to making this session an annual event, in addition to offering new monthly Open Lab Sessions.
- Question: Is there going to be a procurement and payment services training for new staff and manager?
- Answer: There is a Procurement and Payment on-line training available in MyHR: We also plan to have an info session every year. Finally, Procurement is available to attend individual department and school team meetings to present an overview of the Procurement and Payment process at Northwestern.
- Question: General timing/process of ordering. - Faster way to order
- Answer: Using iBuyNU is by far the most streamlined way to purchase supplies at Northwestern. iBuyNU includes catalogs from many of our preferred vendors, configured according to our contract. Pricing is deeply discounted, there are millions of SKUs to choose from, there is generally no charge for delivery, and many orders will be delivered next day. In addition, once the requisition is fully approved by your department, the PO is sent to the vendor electronically, the invoice is paid electronically, and payment is made electronically (no receiver is required).
- Question: Any changes to the Requisitions? Requirements on receiving/sending invoices to AP Invoices email? Average times payment is sent out for requisitions?
- Answer: Invoices should be sent directly to Accounts Payable by the vendor when a Purchase Order exists. A receiver is required (three way match) for non-catalog orders of $5,000 or more. Invoices can be emailed to invoices@northwestern.edu.
Invoices without a Purchase Order (which should be rare) need to be submitted for payment through the payment request process.
- Answer: Invoices should be sent directly to Accounts Payable by the vendor when a Purchase Order exists. A receiver is required (three way match) for non-catalog orders of $5,000 or more. Invoices can be emailed to invoices@northwestern.edu.
- Question: How to update ship-to code if you move offices
- Answer: First review the current ship-to code list, to ensure a code is not already in place. To request a new ship-to code, or an edit to an existing ship-to code, please submit a request form.
- Question: Will there other session in the future as some of our staff would like to attend
- Answer: We intend on implementing monthly open lab sessions. We also plan to have the Info Session at least once a year on each campus. Finally, Procurement is available to attend individual department and school team meetings to present an overview of the Procurement and Payment process at Northwestern.
- Question: When is a blanket order allowed? After submitting a PO change what is the reasonable time to follow up if I noticed it is not completed?
- Answer: Blanket orders are to be used primarily to make payments for services that are provided on a regular and consistent basis, and in some cases for the regular delivery of a consistent quantity of product. The underlying theme behind most blanket orders is that they are used to pay for on-going services or delivery of product when no individual ordering takes place. Blanket orders are not to be used as an open line of credit or to facilitate informal or phone orders (open account with no detail regarding each individual transaction).
When a PO change is submitted, the Procurement office reviews our workflow typically within 24 hours. Prior to contacting Procurement to follow-up on workflow status, be sure to review the current workflow, as it is likely pending department level review.
- Answer: Blanket orders are to be used primarily to make payments for services that are provided on a regular and consistent basis, and in some cases for the regular delivery of a consistent quantity of product. The underlying theme behind most blanket orders is that they are used to pay for on-going services or delivery of product when no individual ordering takes place. Blanket orders are not to be used as an open line of credit or to facilitate informal or phone orders (open account with no detail regarding each individual transaction).
- Question: I work in procurement for BSA and would like to see a physical example of the purchase orders that are generated from my requisitions.
- Answer: We are unable to send an example of the official PO. You can however access a print version of a PO in NUFinancials, for internal reference only. This can be found by clicking the ‘view printable version’ button on the lower left-hand side of the ‘Add/Update POs’ screen.
- Question: Contract signatories
- Answer: Currently, only the President, Provost, and Senior Vice President have formal authority to sign agreements. In some cases, OGC or the above officers may have expressly delegated limited signature authority in writing to another University employee or position. Certain Associate and Assistant Vice Presidents, Deans, Associate Provosts, and Directors have been delegated authority to execute contracts. Check with your unit or department to determine if a particular person has been delegated authority.
- Question: In regards to reconciling p-card purchases, if I have to use an account code that needs to be opened will I be penalized if I reconcile the charges post 30 days from the transaction date? Seeing as it may take a little while for the account code to be opened.
- Answer: Every effort should be made to reconcile all corporate card transactions within 30 days. If transactions are unreconciled for 90 days, the corporate card will be de-activated.
- Question: NU Documents: Contracted Services Form and Direct Payment (for Wire transfers). I understand that these documents are required when paying a contractor or individual and/or making a payment via wire transfer. I am not sure if this information is communicated to all. Please confirm
- Answer: A Contracted services form is required for every payment to a supplier designated as a Contractor in NUFinancials. Information and forms required for electronic funds transfers are available at: https://www.northwestern.edu/financial-operations/policies-procedures/banking/bankingaccountsserviceswire.html
- Question: SSJ form for subcontracts on sponsored research grants: why are they required each time, since the subcontract is a part of the awarded and approved proposal? I am curious to know Procurement's Office perspective. Thank you.
- Answer: The Purchasing Decision Documentation form (BD or SSJ) is only required when the REQ is first setup (assuming it is over $10k). If the sub-award is increased yearly and the same PO is used, we do not require a new SSJ.
However, if a new REQ is created each year due to the sub-award having distinct budgets (i.e. no CarryForward), then the Purchasing Decision Documentation form (BD or SSJ) dos need to be included.
- Answer: The Purchasing Decision Documentation form (BD or SSJ) is only required when the REQ is first setup (assuming it is over $10k). If the sub-award is increased yearly and the same PO is used, we do not require a new SSJ.
- Question: A contract for space rental often requires a deposit and then subsequent payments. What documents exactly are needed to pay for the subsequent payments e.g. is an invoice needed? What language needs to be included on the contract? Does the contract need to be signed by both parties in order to be processed? Confusion exists on clearing encumbrances and possibly when a receipt is needed or when a po needs to be closed. Would appreciate clarification on this whole process. If a check is needed ahead of time to say purchase beach tokens from Evanston Park District what is the process?
- Answer: The best way to handle an event agreement that requires more than one payment is to submit a requisition with a separate line for each payment so a Purchase Order can be issued for the entire event. That way, the agreement and Purchasing Decision Documentation form only need to be attached to one transaction, each invoice can be paid against the PO, all payments for the event are then tied together, and the PO will roll at the end of the fiscal year if the payments will be in more than one fiscal year.
- All contracts need to be signed by both parties.
- Receivers (three way match) need to be done for all payments of $5,000 or more.
- Once the PO is fully paid, it will automatically closed within 15 days.
- Issuing separate payment requests for each payment is NOT recommended.
- Answer: The best way to handle an event agreement that requires more than one payment is to submit a requisition with a separate line for each payment so a Purchase Order can be issued for the entire event. That way, the agreement and Purchasing Decision Documentation form only need to be attached to one transaction, each invoice can be paid against the PO, all payments for the event are then tied together, and the PO will roll at the end of the fiscal year if the payments will be in more than one fiscal year.
- Question: I am a returning NU staff member who used to manage / audit animal purchases via monthly statements provided by Lot Bercasio. I understand this is no longer the case, so I cannot audit fiscal spending per chart string per protocol per animal per diem, since NU (my understanding) no longer provides that monthly data summary of animal procurement and per diem charges. I am research lab manager, essentially "operating in the blind" without being able to see where the charges have been and where they are going and how I might be able to compare. Please address the alternative to this current state of procurement. How can I get valuable procurement fiscal data I can use to benefit the lab?
- Answer: These questions need to be directed to the Center for Comparative Medicine at (312) 503-2703.
For any other questions, contact Procurement at procurement@northwestern.edu.