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.
90-Day Rule Justification Memo Form
Also see Funding Updates & Journal Entries.
Chartfield Request & Inactivation
Visit Chartfield Requests to see the process for requesting or inactivating chartstrings.
Cognos
Review the guide and tips for reading financial summaries. Also see Reporting.
EMS Webb App reservation Web User Access
Faculty and staff can request access to the EMS Webb App Room Reservation system.
- EMS Web App User Information Worksheet (submit completed form to fsmspacerequest@northwestern.edu)
Event Calendars
- Feinberg School of Medicine Event Calendar
- Staff Engagement Calendar
Exceptions
Find out what signatures are needed and how to request an expense policy exception.
Expense Policy Exception Request Form
Also see Expense Reports.
Forecasting
NUPlans Forecasting is used throughout the year to develop fiscal year–based forecasts. Also see Budget & Forecast.
See a playlist of Training Video’s here
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 FinanaceandAdministration@northwestern.edu for signature by the Dean's Office.
For more information, refer to the following:
FY22 Presentations
Independent Contractor Forms
NUFinancials
Also see NUFinancials.
- 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
NUFinancials
Also see NUFinancials.
- Common Feinberg Accounts
- Customizing Your NUFinancials Home Page
- Department 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 Spreadsheet Upload Process
- 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
Payments & Reimbursements
Also see Payment Requests.
- AP International Wire Transfer Request Form
- Conflict of Interest Form
- Contracted Services Forms for U.S. Residents
- Direct Payment Request Form
- Independent Contractor Questionnaire
- IRS Form W-9
- Non-Resident Independent Contractor Payment Packet
- Northwestern Corporate Card Application and Agreement Form
- Purchasing Decision Documentation
- Temporary/Contractor Request Form
- Visitor's Expense Report
Payroll
Also see Payroll.
- 90 Day Salary Journal Form
- Forgivable Loan Approval & Routing Form
- Forgivable Loan Promissory Note
- HR Systems General Access Request Form
- Non-Merit Salary Increase Request Form
- Personal Data Form
- Signing or Retention Bonus Approval & Routing Form
- Signing or Retention Bonus Template
- Special Pay Request Form
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.
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.
Room Reservation Form
Find more information at Reserve a Space.
- Room Reservation Request Form for use if you do not have a EMS Webb App account, or if you have times/requests outside of usual parameters.
School Policies
See Feinberg School of Medicine Policies for a complete list.
Security Access
All security access requests should be submitted via the FSM Security Access Request Form.
Also see Northwestern University Information Technology.
Space Reservation Policies
See Scheduling and Events or Reserve a Space for more information.
Sponsored Project & Research Catalyst (SPARC)
The Sponsored Project & Research Catalyst (SPARC) 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.
Staff Engagement
Visit Staff Engagement for more information.
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