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Financial Resources
Purchasing

MSE Purchase Intake Form

Track My Purchases as Shopper

Best Practices & FAQ

Best Practices

  • Before completing this form, identify which supporting documents are required based on your order.
  • Gather all documents needed & combine into a single PDF file prior to completing this form.
    • Note: Jpeg files or screenshots should be avoided; please convert to PDF.
  • One vendor per submission.

Required for All iBuyNU Catalog Orders:

  1. PDF print of iBuy cart (one vendor per cart)
  2. Justification
  3. Chart string or MPA referenced in the comments of your cart
  4. PI Approval/Chart String Approval – [request routed to PI by Smartsheet Automation or covered by blanket approval]

Shopper Steps for Ordering via iBuyNU Catalog:

  1. Log in to iBuyNU as a Shopper.
  2. Create cart with preferred vendor catalog items listed in iBuy.
  3. Save PDF page(s) of your cart
  4. Assign cart to Wade Tischhauser.
  5. Finalize your PDF file for attachment with Smartsheet Order Form.
  6. Complete MSE Purchasing Order Form in Smartsheet, attach PDF file, and submit.

Required for All Non-Catalog Orders (non-preferred vendors already in NU system):

  1. Non-Catalog Purchase Request Form
  2. Quote from Supplier (recommended) or PDF of the vendor online shopping tool showing pricing & descriptions.
  3. PI Approval/Chart String Approval Options:
    • Route to PI via Smartsheet automation
    • Use blanket approval
    • Attach email approval

Shopper Steps for Non-Catalog Ordering:

  1. Obtain quote from the Vendor or shopping tool item pages.
  2. Complete MSE Non-Catalog Purchase Request Form.
  3. Finalize your PDF file for attachment by combining Non-Catalog Form, Quote, and any other supporting documentation into a single PDF.
  4. Complete MSE Purchasing Order Form in Smartsheet, attach PDF, and submit.

Additional Documents May Be Required with Your Purchase Request

Sponsored Project Purchase Justification Form Required for purchases on a grant exceeding $2,000
Computer & Software Purchase Approval Request McCormick IT Review for approval of software with a signed contract, software that stores data, staff computers, IT-managed faculty systems, or printers. Faculty-managed computers don’t need prior review but must be added to MSE inventory upon arrival.

Capital Equipment Purchases – all 3 forms required

  1. Capital Equipment Purchase Form Required for purchases that meet or exceed $5,000 & a useful life 1+ yr.
  2. Purchasing Decision Documentation Form Required for all purchases over $25,000 & purchases over $10,000 using sponsored funds. This will dictate whether you include an SSJ or BD with your purchase documentation.
  3. Conflict of Interest Form Completed by DocuSign signature request.

Purchases over $25,000 pre-Approval must be obtained from the Dean's office by submitting an initial supplier quote for any purchase exceeding $25,000. Please reach out to Laura Olson (olsonlaura@northwestern.edu) to initiate this process.

Add Vendor

To add a vendor to NUFinancials, the following items are needed: PO form, PI approval and chartstring, W9/W8 tax form, Conflict of Interest form, vendor email for POs, and remit address. MSE Purchasing staff can help procure this information.

Contractors

If the contractor you are working with plans to visit campus, Northwestern University Risk Management’s contractor approval process (Contractor Safety Program) is required before they visit. Reach out to MSE staff for assistance with this process (MSEpurchasing@northwestern.edu).