The Guide will walk a Requester through all aspects of how to enter and process Subcontract Requisitions on sponsored project chart strings.
Create a Grant Subcontract Requisition
Navigation: Log into NUFinancials > Select Employee Self Service Homepage > Click on the eProcurement (tile)
- Click Special Requests for Non-Catalog Requisition.
Note: The University does not use the Due Date field.
- Enter Line Item 1 for F&A ($25,000 or less, based on fully executed agreement):
- Enter *Item Description. Enter F&A description and performance period.
- Enter *Price. $25,000 or less. Enter US dollars and decimal. Zeros after the decimal are system-supplied.
- Enter *Quantity. For all grant subcontract requisitions, always enter 1.
- Enter *Unit of For all special requisitions, always enter EA.
- Click the *Category Make certain the Category for line 1 is Subcontracts < 25K.
- In Supplier Name, type the institution with which Northwestern has established the subcontract.
Note: Make sure you select the same Supplier ID and address row on both lines to ensure only 1 PO is created for the subcontract.
- In Supplier Item ID – N/A
Note: Manufacturer Section: NOT in Use.
- If needed, type comments in Additional Information. Comments are applicable to the line item and not the entire requisition.
- Send to Supplier box is not typically used as SubK POs are not dispatched to the supplier.
- Show at Receipt box is not typically used or generally recommended.
- Show at Voucher is not used.
- Click Add to Cart to add the item to your shopping cart.
- Enter line item 2 for remaining amount (over $25,000, based on fully executed agreement)
- Enter *Item Description. Enter F&A description and performance period.
- Enter *Price. Remaining balance of the award amount. Enter US dollars and Zeros after the decimal are system-supplied.
- Enter Quantity. For all grant subcontract requisitions, always enter 1.
- Enter Unit of Measure. For all special requisitions, always enter EA.
- Click the Category. Make certain the Category for line 2 is Subcontracts > 25K.
Note: The non-catalog item fields you entered are saved and added to the shopping cart.
- When you are finishing adding line items, click Checkout at the top of the page.
- Enter Requisition Name. This should start with SUBK or other naming convention as determined by your school/department so it is easily recognizable as a grant subcontract when viewing your list of requisitions.
- Maximum number of characters is 30.
- Click on the Requisition Type magnifying glass.
- Select SUB (Grant Subcontract).
- To add an Attachment, click the Line Comments button below the line item.
- Click Add Attachment > My Device > Select File > Open > Upload > Done.
- Files to attach:
- SSJ for amount over $25,000.
- FEA (fully executed agreement) (PDF from SR email notification) for back-up of subcontract amount.
- Once you’ve uploaded the attachment, click Done.
Reminder: Grant Subcontract Requisitions like Blanket orders will automatically get placed on Hold so that the PO is not sent to the Subcontractor.
Note: All chart strings utilize Fund, Dept, and Account codes, at minimum. If you do not know which chart string to use, see your manager.
- To view the hidden section that contains the Ship to and chart string fields for a line item, click the Schedule Details next to that line item in order to open the section.
- Click the magnifying glass next Ship To.
- A lookup window appears. Expand the Search Criteria section to search by Ship to Location or Description.
- Click Search and select the appropriate Ship to Location.
- At this time, you can input the Attention To field, if it hasn’t already populated with the correct name.
- Under Distributions, enter chart string fields for a line item, click Chartfields2.
- Enter Fund, Dept, Project, Activity and Account for the chartstring.
- Project and Activity are required for grant chart strings. The Percent field should be 100.
Note: For each line on Amount-Only Requisitions (Blankets, Grant Subcontracts, and Receive by Dollar Amount), you must select Amount Only in Line Details.
- Click the Line Details tab.
- Click the triangle to expand the Item Additional Information section.
- Switch the Amount Only toggle to Yes.
- A pop-up message appears regarding setting the quantity of the line to 1. click Yes.
- Click Done when all information has been entered.
- You can enter Header Comments if you like, but it is not required.
- Justification Comments: Enter a comment to explain the reason you are creating a requisition, and any other information that will assist in getting the requisition approved. Comments entered here will be viewable on the Approval Pages for all Approvers.
- Click Save. Requisition ID is assigned.
- Click Checkout.
- Click Check Budget.
- The budget check ensures the chart string(s) is valid and has no spending controls against it that would prevent you from submitting the requisition.
- Successful budget checking pre-encumbers or earmarks the funds.
- A pop-up message appears regarding budget checking the transaction. Click Yes.
- Click Checkout.
- Click Submit.
- After you save and submit, a Confirmation page appears.
- The Requisition ID is available on this page. This is for internal use ONLY.
- The Requisition is submitted to workflow for approval.
For additional assistance please contact the IT Support Center at 847-491-4357 (1-HELP) option 7, or consultant@northwestern.edu.