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Frequently Asked Questions

Jump to a question:

  1. How do I have a purchase order resent?
  2. Where can I find a tax-exempt certificate?
  3. Who is responsible for completing credit applications received from vendors?
  4. I'm having trouble logging in to iBuyNU, NUFinancials, etc. What should I do?
  5. What is the proper procedure if I have a contract that needs to be signed?
  6. What is the time frame between approval of a requisition and the creation of a purchase order?
  7. Where can I locate a W-9 form to be sent to a vendor?
  8. What is the procedure for entering a new vendor in the system?
  9. How do I make a change to a purchase order?
  10. How do I create or modify a ship to code?
  11. Where can I find the Conflict of Interest Form?
  12. Where can I find Purchasing and Payments training?
  13. How do I obtain an SSJ or BD form?

1. How do I have a purchase order resent?

Contact Procurement and Payment Services at procurement@northwestern.edu with your request. Make sure to include the PO number, vendor name and vendor fax number or email address.

2. Where can I find a tax-exempt certificate?

Procurement and Payment Services keeps information related to ̨ÍåÂãÁÄÖ±²¥’s tax-exempt status in Illinois as well as several other states on file. If a department/school needs proof of ̨ÍåÂãÁÄÖ±²¥’s tax-exempt status, please adhere to the following:

  • An official Purchase Order should be issued to vendors for University purchases. It references the standard NU Purchase Order terms which includes tax-exempt information.
  • Many vendors will accept an Illinois Tax-Exempt One Time Use Letter for individual purchases, which includes appropriate approval information.
  • Procurement and Payment Services can send the official Illinois Tax-Exempt Certificate (or the official certificate from other states where NU is tax-exempt) directly to vendors that do not accept either of the above. Procurement and Payment Services does not provide the official Illinois tax-exempt letter to departments/schools. For more information, contact Procurement and Payment Services at 1-8120 or procurement@northwestern.edu.

3. Who is responsible for completing credit applications received from vendors?

It is against University Policy to complete/sign any vendor forms. Forward any credit application requests to procurement@northwestern.edu. Procurement and Payment Services will send the necessary information directly to the vendor.

4. I’m have having trouble logging in to iBuyNU, NUFinancials, etc. What can I do?

For any financial management system related questions, please contact the Help Desk at 1-4357 or consultant@northwestern.edu.

5. What is the proper procedure if I have a contract that needs to be signed?

End users within departments/schools typically do NOT have the authority to sign ANY contracts or agreements with outside parties in the name of the University or one of its departments/schools.

Please review the Office of General Counsel’s “Contract Review Process" website for more information and guidance about the process for reviewing contracts and for the list of authorized signatories. As a reminder, DocuSign is available for campus wide use.

6. What is the time frame between approval of a requisition and the creation of a purchase order?

The system automatically sources all fully approved and budget checked requisitions into purchase orders every two hours (8am, 10am, 12pm, 2pm, 4pm, 6pm).  For example, if a requisition is created at 8:30am, approved and budget checked at 9am, it will be sourced into a Purchase Order and be sent to the vendor at 10am.

7. Where can I locate a W-9 form to be sent to a vendor?

Accounting Services handles all W-9 information. Contact Veronica Hudgins at 1-5337 or v-hudgins@northwestern.edu.

8. What it the procedure for entering a new supplier in the system?

New vendors can be added in NUFinancials under Navigator under Suppliers > Supplier Registration. For assistance, contact Vendor File Management at 1-4707.

9. How do I cancel or make a change to a purchase order?

Changes can be made to a PO in NUFinancial through Navigator > Purchasing > Purchase Orders > Add/Update POs.
Closing or canceling a PO can be done through NUFiancials> My Forms tile> Fill out new form > PO Change Request.
For assistance, contact Procurement and Payment Services at 1-8120 or procurement@northwestern.edu.

10. How do I create or modify a ship to code?

Please fill out the Ship to Request/Change Form (pdf). A complete list of active ship to codes (pdf) is also listed on this website. Email the completed form to procurement@northwestern.edu or fax to 847-467-5400.

11. Where can I find the Conflict of Interest Form?

Conflict of Interest Form

12. Where can I find Purchasing and Payments training?

13. How do I obtain a Sole Source Justification (SSJ) or Bid Document (BD) form?

For an SSJ or BD document, you will use the (URL). This is an interactive form that populates a BD or SSJ upon completion. For assistance in completing the form, please reference the Purchasing Decision Documentation job-aid.