Northwestern University Feinberg School of Medicine

Office of Finance and Administration

Payment Requests

Direct Payment Requests

Use to pay a company when a purchase order is not required or for situations where payments are required in advance (e.g. registration dues, fees, international wire transfers, petty cash fund).

Direct Payment Request Policy

U.S. Resident Contracted Services

Payments to individuals as contractors and for honorarium payments.

A Contracted Services Form signed by the contractor, PI/person engaging services and FSM Finance Office, along with a copy of the invoice must be uploaded to the Payment Request. Contracted services forms for amounts $5,000 or above should be submitted to FinanceandAdministration@northwestern.edu to obtain FSM’s signature along with Invoice and Payment Request number. Once the form is signed it will be emailed back to you. For sponsored project related expenses ASRSP must review and approve the Contracted Services Form prior to upload.

If the individual is not in the supplier table, it must be determined whether or not the individual is an independent contractor. The Independent Contractor Questionnaire (ICQ) must be completed and submitted to HR for review and final determination, contractor_request@northwestern.edu.

If the independent contractor will be receiving more than $20,000 from a non-sponsored source and is not a student the Temporary/Contractor Request Form must be completed and approved prior to the work beginning. Honorariums, Human/Research Subjects, Royalties, Prizes/Awards, Refund/Reimbursement are exempt from the review process. The form plus any additional backup material must be submitted to Kathleen Balducci, dunne@northwestern.edu, for FSM approval prior to submission to the Position Approval Committee (PAC). PAC will review the request. If the request is approved, the independent contractor can begin work. For payment, a Contracted Services Form signed by the contractor, PI/person engaging services and FSM Finance Office, along with a copy of the invoice and the PAC approved Temporary/Contractor Request Form must be uploaded to the Payment Request. Prior to upload email all paperwork to FinanceandAdministration@northwestern.edu to obtain FSM’s signature

Visitor’s Expense Reports

Reimburse visitors for travel expenses, including University approved, business related expense, such as, transportation and lodging. A Visitor’s Expense Report Form must be completed for each visitor and for each trip they make to the University (no combining of travel on one expense report). All Visitor’s expenses must adhere to NU’s Travel, Entertainment & Courtesy Policy as well as FSM’s hospitality guidelines.

Forms

Expense Policy Exception Form

90 Day Memo

Visitor’s Expense Report Form

Contracted Services Form

Independent Contractor Questionnaire (ICQ)

Temporary/Contractor Request Form

FFRA Training

NUFinancials training is available in myHR Learn

Curriculum Category:

Relevant Courses: