Form Library

Accounts Payable International Wire Transfer Request Form

Outgoing international payments may be made via electronic funds (wire) transfer. Complete the International Electronic Funds Transfer (EFT) Request form and a Direct Payment Request form. The forms require Accounts Payable approval (except for certain pre-approved regular transfers). See more information about wire transfers.

Active Vendors Set to Electronic Payment ePayables or Paymode X as the Default Method

List of vendors set to electronic payment as the default method. See more information on electronic payment to vendors.

Additional Pay Request

Providing additional pay (extra compensation) to employees for Temp assignment/additional duties, Assuming an interim role, Recognition bonus, Faculty Overload, Relocation and more.

Bid Request Form

Departments/schools must engage Procurement and Payment Services (PPS) when using sponsored funds for purchases of $250,000 or more. The bid process must be conducted by Procurement and Payment Services to be compliant with the Uniform Guidance Procurement Standards. See more information on the bid request process.

Catering Rider

Designed to be used when NU is contracting with a caterer/restaurant to provide catering services on/off campus. Rider should be attached to the underlying vendor agreement.

Conflict of Interest Form

This questionnaire needs to be completed by individual(s) who selected or directed a vendor to be added to NUFinancials to establish the relationship between the vendor and the requestor. See more information on conflicts on interest.

Contracted Services Form for U.S. Residents

This form must be completed each time services are rendered by an individual consultant or independent contractor. See more information on paying individuals or independent contractors.

Corporate Card Application and Agreement Form

For individuals to request a corporate card, which allows faculty and staff to use the card instead of having to extend personal funds for minor purchases and then requesting reimbursement, including travel and entertainment related expenses. See more information on corporate card applications.

Corporate Card Change Request Form

For permanent changes to dollar limits and MCC code changes on the Corporate Card. See more information on requesting corporate card changes.

Customer Owned Lab Coat Services Enrollment Form

Morgan Laundry Services provides laundry services and rental linens for the labs and research community in Evanston and Chicago. Once enrolled in the program, you can charge the service to your NU chart string. See more information on lab coat requests

Direct Payment Request Form

Completed in combination with Electronic Funds Transfer (EFT) Request form (Domestic or International, depending on the intended destination of the payment). See more information on requesting direct payments.

DocuSign System Administrator (DSA) Request Form

Register a Department System Administrator (DSA) with DocuSign to serve as Signer, Reviewer, Sender, Author, subject matter expert, main point of contact and DocuSign user manager. See information about Docusign eSignatures and information about Signature Authority.

Domestic Electronic Funds Transfer Request Form

For outgoing payments to a U.S. bank via electronic funds (wire) transfer, complete the Domestic Electronic Funds Transfer (EFT) Request form and a Direct Payment Request form. The forms require Accounts Payable approval (except for certain pre-approved regular transfers). See more information about electronic funds transfers.

Designed to be used when NU is renting pieces of equipment. Rider should be attached to the underlying rental agreement with the vendor.

Designed for events off campus. Rider should be attached to the underlying agreement with the event venue.

Expense Policy Exception Request Form

For expense reimbursements submitted after 90 days, the Expense Policy Exception Request Form is submitted with the expense report with an explanation to describe the delay in submission. See more information about expense policy exceptions.

Illinois Tax Exempt One-Time Use Letter for Faculty and Staff

For individual purchases that many vendors will accept, which includes appropriate approval information. See more information about tax-exempt status.

Illinois Tax Exempt One-Time Use Letter for Student Groups

For individual purchases that many vendors will accept, which includes appropriate approval information. See more information about tax-exempt status.

International Supplier – Cloud Computing Form

For international independent contractors and suppliers. A foreign vendor must provide an invoice that specifies each individual activity and location of the activity. Depending on the type of payment, an additional Location of Services form or Cloud Computing form may be requested during the review process. See more information about paying international vendors.

International Vendor – Location of Services Form

For international independent contractors and suppliers. A foreign vendor must provide an invoice that specifies each individual activity and location of the activity. Depending on the type of payment, an additional Location of Services form or Cloud Computing form may be requested during the review process. See more information about paying international vendors.

Moving Service Request Form

Internal moving request to Reebie Storage & Moving Co. This form streamlines the moving request and scheduling process and provides an email confirmation of the request. See information about internal moving services.

Northwestern Calibration Clinic Form

For calibration requests to the University via the fisher stockroom. See more information about Fisher Stockroom requests.

Northwestern Corporate Card Change Request Form

This form is used to request a permanent change to a Northwestern Corporate Card Profile. Once the form is submitted, it will be routed to the submitter's Supervisor and Business Administrator for approval. See information about requesting corporate card changes.

On-site Contractor Rider

Designed to be used when a vendor/service provider will be coming on NU premises to provide one-off, low risk or low value services (such as equipment maintenance or installation services) where we do not otherwise have a NU Services Agreement with the vendor. Rider should be attached to the underlying vendor agreement.

OnBase Worker Classification Form

Before engaging an Independent Contractor, ensure that this status has received approval from HR Compensation by completing and submitting this form.

Over 90 Day Cost Transfer Justification Memo

For accounting services processes involving journal and other cost transfers, the 90 Day Cost Transfer Justification Form (pdf) is submitted with an explanation that explains the error and/or delay in posting and supports the accuracy of the proposed assignment of costs. Se more information about the 90 Day Policy.

Petty Cash Pay-Out Form

Along with the DPR form, employees seeking reimbursement should fill out a Petty Cash Pay-out Form, among other steps.

Professional Services Agreement

Designed to be used with outside consultants or service providers that will provide general services to NU (beyond just installation or training).

Purchasing Decision Documentation Form

An interactive form that populates a Bid Summary Form (BD) or Sole Source Justification Form (SSJ) upon completion.

Guidance on the Purchasing Decision Documentation form.

Rental Laundry Services Enrollment Form Rental Laundry Services Enrollment Form

Morgan Laundry Services provides laundry services and rental linens for the labs and research community in Evanston and Chicago. Once enrolled in the program, you can charge the service to your NU chart string. See more information about laundry services.

Request for Form W-8 Certificate of Status

The University is required to establish the tax status of entities with which it conducts transactions. This form is sent to suppliers to request a form W-8 to establish status. See more information on tax-exempt status.

Request for Quotation (RFQ) Bid Price Sheet Template

Form for vendors submitting bids to departments/schools. See more information about the bid process.

Research Services Agreement

Designed to be used with outside consultants or service providers that will provide services to NU connected to a NU research study or project, such as laboratory testing or analysis services, data analysis, or other research-related services. It has the same terms as the Professional Services Agreement, but also includes terms specific to more complex or sensitive research projects, such as data privacy and material handling terms.

Safe Driver Application

Students, Staff, and Faculty who operate University-owned and/or rented vehicles are required to complete the Driver application which may subject them to consenting to a Motor Vehicle Record review and/or completing the Defensive Driving Courses. See more information about the Safe Driver application.

Sole Source Justification Form (SSJ)

The Sole Source Justification Form can be accessed by filling out a Purchasing Decision Documentation Form, which is an interactive form that populates a Bid Summary Form (BD) or Sole Source Justification Form (SSJ) upon completion, based on responses.

Speaker Contract

Standard agreement for use with outside speakers at NU sponsored events (off and on-campus).

Speaker Rider

Designed to be used with outside speakers at NU-sponsored events where the speaker insists on using their own form of contract for the arrangement. Rider should be attached to the speaker’s own agreement.

Statement of Service Form

The purpose of this Statement of Services is to identify the appropriate method for payment of services performed by an individual and determination of residency. See more information on payment methods.

Supplier Contracts Module Intake Form

A completed version of this form must be added as an attachment to contract records.

Surplus Property Exchange Form

Complete this form to list the department's item on the Surplus Property Exchange.

Trademark Licensing Authorization Form

Complete this form to authorize for internal use of Northwestern's name, logo, and marks to submit to Trademark Licensing. See more information about trademark licensing.

Transportation Rider

Designed to be used when NU is contracting for charter transportation services (Bus, Boat, Air). Rider should be attached to the underlying vendor agreement.

Visitor's Expense Report

For visitors — who are not University faculty or staff, non-active faculty or staff, and who have incurred expenses for University-approved, business-related expenses, including transportation, lodging and other travel or non-travel costs — to document expenses.

When a department or school is selling a good or service to another company, the company may ask for the Northwestern University W-9 form and direct billing information so that Northwestern can be added to their system.

Guidance on the W-9 form.

Wildcard Advantage Program Application

Form for vendors to join the program that provides discounts to their business to Northwestern ID holders.