Additional Purchasing and Payment Policy Reminders
May 26, 2020
Even in these trying times, departments and schools should still adhere to certain procurement and payment core policy requirements, such as the following:
- The purchase of most goods and services from outside Vendors begins by initiating a Requisition in NUFinancials. This shall occur at the time the product or service needs to be ordered, not when it is time to pay for the product or service. Starting with a Requisition ensures that the purchase is approved and budget checked and that an official PO is issued to the vendor.
- Verbal purchases (i.e. phone orders) are not considered valid by Northwestern. Invoices for verbal purchases may not be paid.
- Verbal purchases (i.e. phone orders) are not considered valid by Northwestern. Invoices for verbal purchases may not be paid.
- Staff should be using NUFinancials, iBuyNU, and Northwestern preferred vendors to buy supplies whenever possible. The corporate card should only be used when something is not available. Staff can request that a temporary ship to code be set up in NUFinancials for their home address (instructions below) if necessary:
- Manual Wires should be minimized. Please note that use of the manual DPR form to request wire payments to domestic vendors should be minimized. If a vendor is interested in signing up for one of the University’s electronic payment programs, please direct them to the following web site:
- Holding checks for pick up should be minimized. Please do not request that checks be held for pick-up.
- Advancing Personal Funds should be minimized. Departments/schools should select Vendors who accept University POs or Corporate Card. Individuals, as a general rule, should not advance their own funds to purchase supplies and services on behalf of Northwestern. Purchases should be made through established purchasing policy and procedures. In limited instances the department/school or individual may need to pay for an item and be reimbursed. If it is necessary that an employee advance funds to purchase supplies or services for University business, the immediate supervisor must first authorize the purchase. The employee should request reimbursement by completing an Expense Report in NUFinancials.
- Gift Cards. The purchase of gift cards for staff using Northwestern funds is highly discouraged. That is still the case, even when we are under a stay at home directive and because we are under an essential purchases only directive as well.