Payment for goods and services can be made in a variety of ways. Depending on the type of service or goods, or how frequently you need them, some payment methods are better than others.
Most goods and services can be paid for with iBuyNU or NUFinancials through a Purchase Order. Some orders, though, might require a Payment Request (PRQ). Review the examples below to learn what payment processes work best for your specific order.
Keep in mind: depending on your specific order, payment processes may be more nuanced than those described below. The examples below are simplified and may not apply to your individual order.
How Do I Pay For...
Internal Billing: Once the copier is obtained through Ricoh, copy charges will be automatically charged to you school/department chart string.
Requisitions with NUFinancials: For larger catering orders, you'll want to ensure that a requisition/purchase order is sent to the vendor based on the quote before the work is performed. For smaller catering needs, a Payment Request is the primary alternative, followed by a corporate card. You also need to ensure that a signed agreements is in place and that caterers meet certain insurance requirements. Â鶹´«Ã½'s preferred vendors provide discounts to the University and have also agreed to Â鶹´«Ã½ terms and conditions.
Corporate Card or Payment Request: If unplanned, emergency repairs are needed, you'll pay for these last-minute services with either a corporate card or payment request. If the service can be planned for in any way possible, it's best to have a Purchase Order in place to mitigate risk.
Payment Request: The payment request process is a way to request payment for services when the transaction does not warrant the issuance of an official purchase order to a vendor but a signed contract is in place, which is why a PO isn't absolutely necessary.
Paying independent contractors can be complex
If the contractor has a FEIN (Federal Employee Identification Number), then they are paid through a Payment Request with a DPR form attached.
If they are just using their Social Security number, then they would be paid through a Payment Request with the Contracted Services Form attached.
Corporate Card or Payment Request: For these types of services that you'll pay for before attending/receiving, using a corporate card or payment request is recommended.
Personal memberships and subscriptions are not reimbursable and cannot be direct paid using University funds.
Requisition within NUFinancials: Office supplies, and other every day items needed on campus, should be purchased through the University's preferred vendors in iBuyNU.
Requisition within NUFinancials: You'll work with one of the preferred furniture vendors to purchase new office furniture. Remembers that you may be able to find used furniture through the University's Surplus Property Exchange. For large projects, also work with Facilities management.
Work with Facilities Management to schedule planned repairs. They will bill your charge string, if appropriate.
Corporate Card or Payment Request: For lower risk monthly services, it's recommended that you utilize a corporate card for the monthly payments, or receive an invoice from the vendor and pay it using the Payment Request process.