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Resources

Staff - Who to Contact

Purchasing

Purchase Orders can be issued to any vendor in the University database.  iBUY NU is an online marketplace consisting of Northwestern's preferred vendors.  Shoppers fill carts in iBUY and assign those carts to a Requester for processing.  Please email william.voltz@northwestern.edu for purchasing from non-iBUY vendors.

New Vendors and Payees

New vendors, independent contractors, and reimbursed visitors must be added to the University vendor database before a payment can be issued. 


Employee Expense Reimbursements

Reimbursements: Basics

All reimbursement requests consist of two elements:

---original itemized receipts for goods &/or services

---backup documentation.  For conferences, a program or ID badge; for collaborative meetings, email correspondence; for general data collection (fieldwork) please describe in writing how, where, and when data was collected, and include whatever backup documentation you may have.

Per Diem for Meals & Incidentals

If you plan to claim per diem for Meals & Incidentals instead of submitting food receipts, you will need complete proof of lodging for each day you intend to claim.  A typical hotel bill includes your name, the name & address of the hotel, dates and itemized charges for each night of stay, itemized room service/food/bar charges, and proof of payment.  If your lodging documentation does not contain all of the above details, you may be asked to contact the host and ask for additional documentation if you want to claim M&I per diem.  It is advised to obtain and save complete, itemized receipts for all expenses incurred during travel.

If you stay in non-hotel/motel lodging and wish to claim M&I Per Diem, you may use the Meals & Incidentals Per Diem - Unconventional Lodging Form to be sure that we have the information required for your reimbursement or per diem.  Please note: this form does not replace receipts for the cost of lodging.

*Please submit all reimbursement requests in a single packet of printed documents, or as a set of scanned .pdf’s attached to a single email, to william.voltz@northwestern.edu .  Specify the funding source for your request.  If a single trip spans a timeframe greater than one month, please submit requests monthly.

Grant Information

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