Procurement and Payment Services manages supplier processing and maintenance for the University, including the addition of new suppliers and modification to existing suppliers. Procurement and Payment Services continually updates related policies and procedures that will be made available on this webpage throughout this fiscal year. If you have any questions, please contact our general helpline listed below.
Information for suppliers that are listed in NUFinancials can be viewed directly in NUFinancials or by using the Cognos reporting tool (SC025 – Vendor Info Query) expanded search. Please view the Preferred Vendors list (SSO required) prior to requesting a new code to search Preferred Vendors that may also be accessible via the iBuyNU Marketplace. Note that you may need additional access to log into and use the tools below (for example, you will need access to the Cognos Supply Chain folder for the SC025 report).
Navigate to Financial (link at left) > Purchasing tab (at top) > Vendor Add/Maintenance > Vendor Look-up (you will need access to the Cognos Supply Chain folder).
Click on the Vendor Look-up hyperlink which will open a new page with the header "SC025 - Vendor Info Query - Expanded Search"; below the header will be various search options/filters. Click search to see each result after keyword entry.
Change the search fields from "Starts with" to "Contains" and reduce the number of characters (e.g. exclude Inc.) to broaden search results (click Options" under each keyword search box);
Entering data into fields will limit search results – for example, you can enter an address along with name to limit results;
Remember to click the "Insert" button to let the system know what you'd like to see in the report).
After you've entered information into the fields and inserted the applicable results into "Choice", click "Finish" at the bottom of the page; Cognos will navigate to a new page with details for the vendor in the search. (inactive vendors will show up as blank in the report)
Note – you may also access the SC025 report from Cognos, navigation: Public Folders > Finance Facilities and Research Administration > School > Supply Chain
If you are unable to locate a supplier using the above noted search options, but believe that the supplier should be in the system, please contact the Vendor File Management Team at the number listed below for assistance.
Prior to requesting a new supplier, please visit the Preferred Vendors list (SSO required) to search Preferred Vendors that may also be accessible via the iBuyNU Marketplace. To request a new supplier code, please use the current form available in the NUPortal.
Add a Supplier
A supplier may be classified as a Supplier, Independent Contractor, Refund for Non-Employees or Attorney. Each supplier type requires specific information and documentation for a supplier ID to be established in NUFinancials. Please note that certain requests may require additional documentation or verification in addition to what is listed below, where appropriate.
All Requests through the Vendor Request Center will take 24-48 hours to process as long as all documents are valid and complete. In your request, use "Additional Submitter Comments" field to specify your need (i.e.: "This is payment of an award" or "This is to pay a person working outside of the U.S."). When your request for a new vendor code is completed, you'll receive an email.
Suppliers may be prevented from doing business with NU when evidence of improper conduct exists. This includes but is not limited to inclusion on Federal "do not use", suspended, debarred or excluded parties lists, fraud, collusion, attempts to improperly influence a bid, indictment of the bidder/contractor, or previous performance issues. Procurement and Payment Services will ultimately be responsible for final determination/approvals.
Name, Address, City, general Phone or Email, State, Zip, Country
Refund
Type and Proof of Payment (e.g. Signed Visitor Expense Report and receipts, etc.),
Name, Address, City, general Phone or Email, State, Zip, Country
Supplemental Instructions
W-9 Form and W-8 (IRS) Forms must be the most recent version of the form from March 2024, completed and signed (a date within the last 12 months) by the vendor.
COI: must be completed and signed by the department at NU, not the vendor.
Vendor File Management will screen vendors in Visual Compliance for potential debarment.
Note: Supplier registration requests for payment of honoraria, awards, prizes, human research subjects and royalties do not require the OnBaseWorker Classification form. When a speaking engagement has a contract, no honorarium is used. Instead, an invoice is submitted for services rendered. For these types of payments, visit the Honorariums, Awards and Prizes page.
Questions about how to classify a payment? Contact Human Resources Compensation at hrcompensation@northwestern.edu subject line "Worker Classification."
Please use the current form available in the NUPortal(under the Financial tab > Purchasing > Vendor File Management)
A supplier modification may be categorized as a change to the supplier name or Tax ID, supplier address, the addition of another address, or the reactivation of an address. Each supplier modification request requires specific information and documentation for an update to be made in NU Financials. Please note that certain requests may require additional documentation or verification in addition to what is listed below, where appropriate. Vendor File Management will ultimately be responsible for final determination/approvals.
Search for an Existing Supplier in NU Financials (follow the View Existing Suppliers instructions).