NUFinancials: Purchasing Options at NU

This is a training guide to understanding shopping and purchasing options currently available at NU.

 

 •   If you don’t find what you need in iBuyNU, check other preferred suppliers listed on the Procurement and Payment Services website.

•   If you don’t find what you need from suppliers on the NU Purchasing Resource Services website, evaluate alternative suppliers and determine which one would be most cost-effective for your school/department needs. Contact NU Purchasing Resource Services if you have questions or concerns about suppliers.



•   If a supplier you need to order from is not in iBuyNU or NUFinancials (for non-catalog), you may request that a supplier be added: To review the process for how to add a supplier, visit the Vendor File Management website.

•   If you need to make an immediate purchase, use a Corporate Card. The Corporate Card program is administered separately from NU’s online purchasing program.

IMPORTANT NOTE

Corporate Cards cannot be used in iBuyNU or for non-catalog (NUFinancials) orders

 

Additional Resources

Procurement and Payment Services http://www.northwestern.edu/procurement/ • 847-491-8120 • email procurement@northwestern.edu

Corporate Card program (Learn More)

Mary Kay Hallissey, Procurement Card Administrator
Accounting Services
(847) 491-5340
m-hallissey@northwestern.edu

Where to get help?

For assistance, contact NUIT Support Center at 847-491-HELP (4357), email consultant@northwestern.edu

Compare Shopping Options at NU

Purchasing Option

Available to:

New financial system?

Available Suppliers

PO dispatch

Invoice

Receiver document required?

PRS approval required?

iBuyNU

Users with Shopper and Requester role

Yes

Preferred

Electronic *

Fax/Email

Electronic*

Paper/Email

No

No

Non-catalog (items or services not found in iBuyNU)

Users with Requester role

Yes

Preferred and other

Fax or Email

Paper/Email

Yes

•   $25,000 or more (requires SSJ or BD)

•   All blankets

•   All POs placed on hold. 

Payment Request (NU Portal)

Anyone with access to NU Portal

Yes

As appropriate  

N/A

N/A

N/A

•   $25,000 or more (requires SSJ or BD)

 

Corporate Card

As authorized

No

Corporate Card Program

 

 * Dependent on supplier capabilities

Which purchasing option to choose?

Purchasing Option

Recommended  for:

iBuyNU

Goods from preferred suppliers for items such as office supplies, lab supplies, furniture, computer equipment, software, etc.

Non-catalog (items or services not found in iBuyNU)

Goods and services not found in iBuyNU; blankets, grants subcontracts, and one time services. 

Payment Request (NU Portal)

A Payment Request allows for payment of an invoice when a purchase order isn’t required.  Payment Request can be used for the following types of payments:

  • Registration fees
  • Subscription renewals
  • Membership dues
  • Repairs
  • Student Reimbursements
  • Research Subject fees

If you need to submit a paper Direct Payment Request, the form can be found on the Accounts Payable Website. Submit completed forms to Accounts Payable.

Note: a Payment Request cannot be used to pay for products that should have been ordered using a PO.

Corporate Card

Goods or services not found in iBuyNU. Examples include one-off emergencies, conference registrations, subscriptions, dues, and memberships. May be used in lieu of petty cash. Not to be used for travel unless you receive approval. 

For additional assistance please contact the IT Support Center at 847-491-4357 (1-HELP) option 2, or consultant@northwestern.edu.




Keywords:NUFinancials, "Procurement and Payment Services", Purchasing, "Corporate Card", iBuyNU   Doc ID:111107
Owner:ESAF PTP Team .Group:Northwestern
Created:2021-05-28 13:20 CDTUpdated:2021-08-05 09:18 CDT
Sites:Northwestern
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