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Northwestern University Feinberg School of Medicine
Office of Finance & Administration

Administrator Resources

Everything you need, in one spot.

Search our directory to find the resource you need, or choose a tab to browse by category. Click "View Resource" to expand the box and see additional information.

Job Aids & How-Tos

Chartfield Request & Inactivation

Visit Chartfield Requests to see the process for requesting or inactivating chartstrings.

Job Aids & How-Tos

Foreign Payments

Follow this process to make an international payment.

Accounts Payable (AP) can make payments to a foreign country by using a service provided by Travelex Global Business Payments, Inc. (formerly Ruesch International). The payment can be in a foreign currency or U.S. dollars and paid via a draft/check or electronic funds/wire transfer as required by the vendor.

To make an international payment, fill out a Direct Payment Request form and, for wire transfers, fill out an AP International Wire Transfer Request form. Obtain all needed approvals and send the DPR, AP International Wire Transfer Request (as required) and pertinent documentation either to AP or, for sponsored projects, to Accounting Services for Research and Sponsored Programs. Please note that all direct payment request forms for international wire transfer requests should be emailed to for signature by the Dean's Office.

For more information, refer to the following:

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Job Aids & How-Tos
Job Aids & How-Tos
Job Aids & How-Tos

Position Management

The university's Position Management Process reviews position requests for regular staff as well as temporary workers and contractors to ensure budget availability, enhance organizational effectiveness and strengthen alignment of positions to school/unit strategy. Also see Position Management.

Job Aids & How-Tos

Purchasing Documentation Process

This streamlined process documents purchasing decisions made by departments and schools.

Procurement and Payment Services has implemented a new, streamlined process to document purchasing decisions made by departments and schools. Staff no longer need to choose Bid Documentation Form (BD-1) or Sole Source Justification Form (SSJ-1) at the beginning of the process. The new online process prompts staff to answer a series of questions. When finished, the appropriate form will be generated:

  • Bid Documentation Form: when multiple bids were solicited and received
  • Sole Source Justification Form: when the product or service can only be acquired from a single vendor

The new process is now available to use at Purchasing Decision Documentation. You can visit the Bids by Departments/Schools page for more information on the process, including the form link, job aid, an overview of what information is needed for submission.

Beginning Jan. 1, 2019, only the online form will be accepted. For more information, please see the Purchasing Decision Documentation job aid.

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Job Aids & How-Tos

Research Administration Services

The Research Administration Services Team collaborates with departments, centers, cores and institutes in the Northwestern University Feinberg School of Medicine to provide comprehensive services at essential intervals in the research lifecycle.

Job Aids & How-Tos

Visitor Expense Reimbursement

Also see Expense Reports.

It is the policy of Northwestern University to reimburse individuals who are not university faculty or staff but who have incurred expenses for university-approved, business-related expenses, including transportation, lodging and other travel or non-travel costs. This would include, but not limited to:

  • guest lecturers or scientists
  • consultants
  • prospective faculty or staff
  • non-employee students

The department/school is responsible for:

  • Informing the visitor of the university's expense reimbursement policies prior to the visitor incurring the expenses
  • Providing the visitor with the Visitor's Expense Report form to document expenses 
  • Collecting from the visitor the vendor information required for processing the reimbursement
  • Having all visitor forms properly completed and processed

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