Administrator Resources

• Guide for GL068 Financial Summary
• Tips for Reading the GL068 Financial Summary

• Exception Signature Decision Tree
• Using the Expense Policy Exception Request Form

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 FinanaceandAdministration@northwestern.edu for signature by the Dean's Office.

For more information, refer to the following:

• Payments to Foreign Vendors
• Bank Accounts, Banking Services and Wire Transfers
• Accounts Payable Electronic Funds Transfers

• Action/Reason Code Matrix
• Form Field Definitions
• Deployed Funding Guide
• How to Enter Online 90-Day Journal 
• How to Update Funding Retroactively and Enter an Online Journal (Within 90 Days)
• myHR Manual
• myHR System Codes

• Common Feinberg School of Medicine Accounts
• Customizing Your NUFinancials Home Page
• Dept Code Lookup
• Feinberg Transfer Codes
• How to Find the Original Journal ID
• How to Look Up Your Control Budget in Budget Overview
• How to View the Printable Version of an Expense Report from NUFinancials
• Journal Processing
• Northwestern Medicine/Northwestern University Inter-Entity Account Codes
• Purchasing Decision Documentation
• Supplier Processing
• Vendor File Management: Add a Supplier
• Vendor File Management: View Existing Suppliers

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.

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