Documents Required for payment to be released

Please read full requirements of each document to ensure documentation is completed.

Signature must be dated within the last 11 months and be an authentic signature (handwritten or a time-stamped electronic signature, using DocuSign or Adobe).
Ensure you have to correct updated form. The most updated form is the only version of the form that will be accepted by the university’s accounting department in order for the payment to be released to the payee.

Once you have completed all required documentation, please submit to our Finance Department’s secure email inbox NUPfinance@northwestern.edu.

If you have any questions, contact NUPfinance@northwestern.edu.

Royalty Payments

To verify your account, ensure to include the recipient number that is located on the top right of the statement.

US Payees

W-9 Special Instructions:

Form must be the most updated version (March 2024 must be shown on the top left of the form)
Signature must be dated within the last 11 months and be an authentic signature (handwritten or a time-stamped electronic signature, using DocuSign or Adobe).
Form and information on the form must be legible. Requirements must be clearly visible.

Non-US Payees

W-8 Special Instructions:

Form must be the most updated version (October 2023 (for W-8EXP) or October 2021 (for other W-8 forms) must be shown on the top left of the form)
Signature must be dated within the last 11 months and be an authentic signature (handwritten or a time-stamped electronic signature, using DocuSign or Adobe).
Form and information on the form must be legible. Requirements must be clearly visible.

Statement of Services Special Instructions:

Required from an individual person. If you intend to be paid as a business entity, submit an invoice instead.
Form must be effective in the current calendar year.
Fill in the country for Question 4.
Skip Question 5.
Complete the highlighted section: Service Provider Attestation: Non-Resident for Tax Purposes (as described above)
- Enter the country where the services was performed
- Enter the county of citizenship
- Signature must be dated within the last 11 months and be an authentic signature (handwritten or a time-stamped electronic signature, using DocuSign or Adobe).

International Wire Transfer Form Special Instructions:

All payments outside of the US are processed electronically
Include all banking information (skip fields for DPR#, Today’s Date, section 1, section 9 and section 10)
Form and information on the form must be legible. Requirements must be clearly visible.

Service Payments

For compensation related to translation fees, peer review, afterwords, forewords, introductions, prefaces, etc.

US Payees

W-9 Special Instructions:

Form must be the most updated version (March 2024 must be shown on the top left of the form)
Signature must be dated within the last 11 months and be an authentic signature (handwritten or a time-stamped electronic signature, using DocuSign or Adobe).
Form and information on the form must be legible. Requirements must be clearly visible.

US Contracted Services Form Special Instructions:

Required from an individual person. If you intend to be paid as a business, submit an invoice instead.
Only complete the highlighted section: Contractor Information
Signature must be dated within the last 11 months and be an authentic signature (handwritten or a time-stamped electronic signature, using DocuSign or Adobe).
Form and information on the form must be legible. Requirements must be clearly visible.

Non-US Payees

W-8 Special Instructions:

Form must be the most updated version (October 2023 (for W-8EXP) or October 2021 (for other W-8 forms) must be shown on the top left of the form)
Signature must be dated within the last 11 months and be an authentic signature (handwritten or a time-stamped electronic signature, using DocuSign or Adobe).
Form and information on the form must be legible. Requirements must be clearly visible.

International Wire Transfer Form Special Instructions:

All payments outside of the US are processed electronically
Include all banking information (skip fields for DPR#, Today’s Date, section 1, section 9 and section 10)
Form and information on the form must be legible. Requirements must be clearly visible.

Statement of Services Special Instructions:

Required from an individual person.
Form must be effective in the current calendar year.
Fill in the country for Question 4.
Skip Question 5.
Complete the highlighted section: Service Provider Attestation: Non-Resident for Tax Purposes (as described above)
- Enter the country where the services was performed
- Enter the county of citizenship
- Signature must be dated within the last 11 months and be an authentic signature (handwritten or a time-stamped electronic signature, using DocuSign or Adobe).

Non-US Contracted Services Form Special Instructions:

Required from an individual person.
Only complete the highlighted section: Contractor Information
Signature must be dated within the last 11 months and be an authentic signature (handwritten or a time-stamped electronic signature, using DocuSign or Abode).
Form and information on the form must be legible. Requirements must be clearly visible.

Once you have completed all required documentation, please submit to our Finance Department’s secure email inbox NUPfinance@northwestern.edu.

If you have any questions, contact NUPfinance@northwestern.edu.