This is a training guide to understanding shopping and purchasing options currently available at NU.
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• 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.
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• 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
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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
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Purchasing Option
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Available to:
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New financial system?
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Available Suppliers
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PO dispatch
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Invoice
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Receiver document required?
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PRS approval required?
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iBuyNU
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Users with Shopper and Requester role
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Yes
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Preferred
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Electronic *
Fax/Email
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Electronic*
Paper/Email
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No
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No
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Non-catalog (items or services not found in iBuyNU)
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Users with Requester role
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Yes
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Preferred and other
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Fax or Email
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Paper/Email
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Yes
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• $25,000 or more (requires SSJ or BD)
• All blankets
• All POs placed on hold.
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Payment Request (NU Portal)
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Anyone with access to NU Portal
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Yes
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As appropriate
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N/A
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N/A
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N/A
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• $25,000 or more (requires SSJ or BD)
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Corporate Card
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As authorized
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No
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Corporate Card Program
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* Dependent on supplier capabilities
Which purchasing option to choose?
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Purchasing Option
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Recommended for:
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iBuyNU
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Goods from preferred suppliers for items such as office supplies, lab supplies, furniture, computer equipment, software, etc.
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Non-catalog (items or services not found in iBuyNU)
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Goods and services not found in iBuyNU; blankets, grants subcontracts, and one time services.
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Payment Request (NU Portal)
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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.
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Corporate Card
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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.
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For additional assistance please contact the IT Support Center at 847-491-4357 (1-HELP) or email servicedesk@northwestern.edu.