Guidelines for Reimbursement (updated 5/1/09)

Employees of the university, i.e. anyone who is paid regularly by the university, are able to enter their own expense reports for reimbursement using the NU Financials System. Please see Sarah Devillier in the ChBE main office (Tech E136) for additional instructions.

Exception Forms

All receipts must be itemized in order to be reimbursed. If you do not have an itemized receipt, or a receipt at all, fill out one of the forms below based on the amount of the reimbursement. Include this form in your expense report.

Standard Exception form (for McCormick) MUST BE ON GOLDENROD PAPER - copies of this form can be found in the ChBE department office. Please use when your expense report contains non-itemized receipts over $40. Std Exception form MCC (PDF)

Standard Exception form (for ChBE Department) MUST BE ON GREEN PAPER - copies of this form can be found in the ChBE department office. Please use when your expense report contains non-itemized receipts $40 and under. Standard Exception form for ChBE department (PDF)

Purchasing Process in Brief

Graduate students, faculty, and staff have access or can be given access to iBuyNU, Northwestern's online shopping catalog, should they need to purchase items for research. Items purchased on iBuyNU are referred to as catalog requisitions. See the Project Cafe training website to access the "Purchasing - Shopper" materials to learn how to use the online catalog. Verify that you are in the shopper section and not looking under requestor (the section immediately following shopper). If you require further assistance after review, please see Sarah Devillier in the ChBE main office (Tech E136) for additional instructions.

For non-catalog requisitions use the department purchase order form. Make sure to include the company name, address, and most up to date phone and fax information. The correct phone number is important for order verification. Add exact product description and pricing and then contact your advisor or PI to get the correct chart string (number referring to grant or non-grant money). Once your advisor/PI has signed the form, bring this to Sarah Devillier in the ChBE department office (Tech E136). Purchase Order form for Chemical and Biological Engineering Department.

All purchases are officially made by the department office staff. Students, faculty, and post-docs can only request a purchase through iBuyNU or the PO form and are not authorized to order directly from the company.

Purchase Order Forms

• Purchase Order forms are available electronically on the department website (see link above).
• Fill out the forms as completely as you can and have your advisor sign them.

Updated 5/1/09