Policies and Procedures

Additional Pay for Non-Exempt Employees

Outlines the four key areas of paying non-exempt employees for additional work performed.

Administrative Systems Express Security Form

How to access NUFinancials system and certain Cognos reports.

Alternative Procurement and Payment Methods (also referred as Alternative Payment Method Guidelines)

Clarifies payment options for certain services that are considered low dollar and low risk, where a formal PO may not be as necessary.

How to initiate a domestic or international funds transfer, processing times and expectations. See more information about electronic funds transfers.

ASRSP: Policies and Procedures

Federal and Northwestern policies and procedures related to Accounting Services for Research and Sponsored Programs.

Awards Payment Processing Guide

How to pay for prizes and awards, including scholarships, through Account Payable for residents and non-residents.

Clause Categorization Spreadsheet

A resource to show which clause changes are business decisions and which ones are reviewed by Central Office Subject Matter Experts (SMEs) through approvals or collaboration.

Conflict of Interest Policy and Procedures

Expectations for faculty and staff to act in the best interests of Northwestern, including guiding principles, use of resources, disclosures, conflicts and consequences.

• Guidance on Conflict of Interest Policy and Procedures
• Guidance for Answering Staff COI Questionnaire

Corporate Care Program Cardholders Guide

Appropriate use of Corporate Cards for use by schools and departments. See more information about corporate card management.

Creating a Spreadsheet Journal Training Guide in NU KnowledgeBase

This article discusses the reasons for using and how to create a journal spreadsheet.

Documentation Retention

Official repositories, retention schedule, and management procedures for maintenance of records. See more information about the record and documentation retention policies.

Guide to Using Marks, Colors, Trademarks, and Logos

Provides guidance on permissible use and restrictions on the University's names, logos, insignias, seals, designs, and marks. It also clarifies responsibility for granting permissions and license requirements. See more information about correct use of marks.

International Travel Policies

Key Changes to Travel and Entertainment Policy

Updates to the Travel and Entertainment policy including clarified processes and requirements.

Knowledge Base: Entering a Financial Structure Request (formerly Chartfield Request)

This guide explains how to prepare for and submit a request to add or update a Chartfield in NUFinancials.

List of Vendors Set to Electronic Payment as the Default Method

Active Vendors set to Electronic Payment, ePayables or Paymode X, as the default method. See more information about electronic payment to vendors.

Match Exception Rules for NUFinancials

Lists match exception rules, description, business explanation and potential resolutions for each one. See more information about match exceptions.

Non-Travel Advance Policy and Procedure

Non-Travel Advance Policy, Advance Restrictions, and more information.

NU-Q PO Terms and Conditions

Payment Procedures for Independent Contractors

Procurement & Payment Services (PPS) Department/School Assignments for Requisition Review 

Assigned Procurement Administrator contact information for each department/school.

Procurement Card Program Amazon Account Set‐up Instructions ‐ NU Department Account

Purchase Order Terms and Conditions

Guidelines for properly ordering, accepting and paying for goods and services. Northwestern University's standard payment terms are Net 30. See more information about Purchase Order Terms and Conditions.

Purchasing and Payment Policies and Procedures

Guidance to end users making purchases on behalf of Northwestern including purchasing, payment and Vendor relations. See more information about Purchasing and Payment Policies and Procedures.

Purchasing and Payment Policy Related Procedures

Terms relating to purchasing and payment, such as selecting a vendor, IT requirements for software, use of NUFinancials, incorrect or damaged shipments, customs and payment scenarios. See more information about  Purchasing and Payment Policies and Procedures.

Purchasing and Payments Quick Reference Guide

Payment guidance for scenarios such as external preferred vendors, internal recharges, travel advances, awards, independent contractors, reimbursements, research fees and others. See more information about  Purchasing and Payment Policies and Procedures.

Purchasing Decision Documentation Job Aid for Departments and Schools

Must be completed for purchases $25,000 or more and attached to your Requisition, or $10,00 or more if using a sponsored funds. A Bid Summary or Sole Source Justification Form will be created based on your answers. See more information about the bid process for departments and schools.

Requisitions Approvals

Training Guide to walk Users who are responsible for approving Requisitions through the Requisition Approval process. See more information about approvals and workflow.

Reviewing a Corporate Card Application Guide

How to review a Corporate Card Application or Change Request in OneBase, which is for requesting permanent changes to an active card. See more information about reviewing corporate card applications.

Standards for Business Conduct

Standards cover individual responsibility, compliance with policies, respect for others, conflicts of interest, stewardship Responsiblities, recordkeeping, internal controls, confidential information, privacy and violations of policy. See more information about the vendor code of conduct.

Supplier/Vendor Code Process and Procedures

Vendor File Management processes and procedures, including paying awards, vendor code look-up and request process and types, and required paperwork and forms. See more information about vendor file management and supplier processing.

Supplier Contract Management – Roles and Responsibilities

Implementation of Supplier Contract Management in NUFinancials, roles and responsibilities, contract collaboration and signing, and creating contract templates and clauses. See more information about supplier contract management.

Tax-Exempt, Credit Application & W-9 Processing Guide

Processing procedures based on whether Northwestern is considered the buyer or the supplier in the purchasing of a good or service.

• Guidance on tax-exempt status
• Guidance on credit applications
• Guidance on W9s

Tax Information for Foreign Nationals

Tax requirements for all foreign nationals with earned income and nonresidents on F or J visas without income to comply with U.S. tax laws.

Trademark Licensing Policy

Provides guidance on permissible use and restrictions on the University's names, logos, insignias, seals, designs, and marks. It also clarifies responsibility for granting permissions and license requirements. See more information about trademark licensing.

Travel and Entertainment Policy

Minimum requirements for the approval and reimbursement of University-approved travel and entertainment expenses, expenditure documentation, funding source allocation, reimbursement, permissible expenditures; and authority and responsibility for approval and reimbursement.

Key Changes to Travel and Entertainment Policy