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Career Apparel Purchases (rev. 3/10/05)
Career apparel for employees may be purchased from Cintas in Annapolis (vendor # 1002501). Career apparel measurements are done by Hanover Uniform in the Uniform Room located at JHH in the Osler building, Room B171. The purchase order MUST be written to Cintas, NOT as a Department Confirming Purchase Order (DCPO).
You must give Hanover Uniform a copy of the Purchase Request form at the time the measurements are made. The original request form is then turned into the department budget administrator to send to Supply Chain Shared Services so that a Purchase Order is created and sent to Cintas. The request must include the item number, description, size, and cost per unit. The "ship to" address for the apparel is Hanover Uniform, 1800 E. Jefferson Street. The "mark for" area should include the name, room number, and building of the person receiving the apparel. Effective 9/1/04, there is a price increase to all career apparel orders to cover the costs of fitting employees.
For additional questions, please contact Ms. Judy Zimmer, 443-997-5663.
Return to TOPProcurement Card – Update (rev. 3.8.05)
After careful review of the University’s procurement card program by the Office of Audits and Management Services and the Office of Supply Chain Shared Services, recommendations were made to keep the University community better advised of their responsibilities as cardholders and verifiers.
Therefore, the Office of Supply Chain Shared Services has updated its Web site to include best business practices to insure the procurement card policies are in line with all other purchasing policies and procedures.
The University procurement card program is a convenient, flexible, time-saving tool that may be used for buying small dollar value goods and services. It is also equally important that policies and procedures be followed.
When using the University's procurement card to make small dollar purchases, please remember to provide the vendor with the University's tax exempt number that is pre printed on the card. The University is a tax exempt institution. If you are charged sales tax, you must contact the vendor for a refund of the tax amount.
Please take the time to review the information on the Web site http://www.jhu.edu/purchasing/pcard.html.
Return to TOPCorning Life Sciences Announcement Regarding Corning, Costar & PYREX Branded Products (2/4/05)
On January 26, 2005, Corning Life Sciences announced that VWR International will no longer be an authorized distributor of Corning, Costar and PYREX branded products.
The University's recommended contract suppliers for Corning, Costar and PYREX branded products are Fisher Scientific and Quality Biological. Corning products are also available at the University Supply Stores located on the Homewood and East Baltimore campuses.
For additional information regarding this announcement, or to request Corning, Costar and PYREX product and pricing information, please contact, David Calvin, 800-955-9999 x199-3482 at Fisher Scientific, Angela Whitaker, 301-840-8950 at Quality Biological, or Danielle Moore at Supply Chain Shared Services, 443-997-5652.
Return to TOPCitibank Online Statements (12/13/04)
Cardholders may now view their up-to-date procurement card statements online on Citibank's Web site. Please be advised, this system is intended for Procurement Cardholders only.
View instructions for logging in and using the site.
The Citibank site is an enhancement to the Procurement Card Program and does not replace the EASY system.
If you have any questions, feel free to contact Josh Abel, Procurement Card Administrator, at 443-997-5650, or call the Citigroup CitiDirect Customer Support at 800-248-4553, option 2. Please call the CitiDirect Customer Support if you have difficulties with your log in or password.
Return to TOPBackground Checks - Temporary Service Employees (7.7.04)
In November 2002, the University modified the employment process to include background checks. In keeping with this policy, when engaging the services of any temporary agency, please be aware that a background check must also be completed prior to their beginning temporary employment with the University.
Many agencies are aware of this policy and have built this cost into their cost of doing business with the University. Other agencies have not. Some agencies can and will invoice you for this service, without prior notification.
Before engaging any service, be sure to obtain information about whether or not you will receive an additional invoice for any additional mandatory requirements. The Office of Supply Chain Shared Services recommends that you do not continue to do business with agencies that charge the University for this service. The scope of the University's background check includes: verification of social security number; address verification for seven years; and felony and misdemeanor convictions for the past seven years. In addition, depending upon the duties of the position, the following reports may be requested: motor vehicle record, credit check, and/or sex offender registry.
The University has negotiated a select vendor contract with Kelly Services. They are aware of University policy and do not charge any additional fees for standard background checks. There are also other value added benefits to using this service. The phone number for dedicated Johns Hopkins contact information for Kelly Services is 410-332-4445.
For additional information regarding the Temporary Services, please contact Ms. Mary Rodriguez, Supply Chain Shared Services, 443-997-5657.
Return to TOPMaintenance Contracts (5.20.06)
It's renewal time! Please remember to forward any maintenance agreements, or similar documents, to Supply Chain Shared Services for review and signature. Individual faculty and staff members are not authorized to sign these documents on behalf of the University.
To initiate or renew a maintenance agreement, submit a non-confirming WebReq or REQN, which fully describes the equipment to be covered (make, model, serial number, vendor ID number) and the effective dates of the agreement. The unsigned agreement should be faxed to Supply Chain Shared Services at 443.997.5699 with the WebReq or REQN number noted on the fax. (Or mail the original agreement to Eastern B001.) Terms and conditions of the contract will be reviewed, and amended if necessary, and an official purchase order will be sent to the vendor with the signed agreement. A copy of the order will be sent to the "MARK FOR" on the request.
If you have any questions regarding this procedure, please contact Supply Chain Shared Services at 443.997.5600.
Return to TOPHanover Uniform - New Uniform Vendor (4/21/04)
As of April 12, 2004, Hanover Uniform assumed operations of the uniform room. They are taking and filling all new orders, including lab coats, SA apparel, and corporate apparel. Hanover has our art sets and has demonstrated to us the ability to meet and exceed customer expectations. Hanover has and will take all forms of payment except, cash.
The following services are provided:
The uniform room number is Blalock B-171 (Basement of Carnegie) and the phone number is 410-502-9228.
Hours of operation are 8:30 a.m. - 4:30 p.m. Monday - Friday. The room will close daily from 1 p.m. - 2 p.m.
Dry cleaning service standards will remain the same - Pick up and Drop off - Monday, Wednesday, and Friday.
As Hanover and we begin to fully understand the scope of our business they will expand the services offered.
If you have any questions please contact tgartre@jhmi.edu, Todd Gartrell, Director Environmental and Linen Services, 410-955-5911.
Return to TOPPurchase Order Maintenance now available through JHU eProcurement Web Portal (4/20/04)
Purchase Order (PO) Maintenance is the University's Web-based system designed to cancel encumbrances, transfer encumbrances, or make changes or cancellations to open purchase orders. PO Maintenance enables University faculty and staff to request changes to open POs and submit them via the Internet for Supply Chain Shared Services to process.
PO Maintenance is the quickest and most efficient means of submitting purchase order change and cancel requests to Supply Chain Shared Services. Use of the PO Maintenance system reduces errors and ensures that information necessary to process any change to a current purchase order is accurately provided. This system eliminates an e-mail, fax or written request to SCSS for PO cancellations and changes.
To access Purchase Order Maintenance, go to the eProcurement main menu and click on the Purchase Order Maintenance section of the screen. Login with your JHED User ID and Password and choose one of four options, (Cancel Encumbrances, Transfer Encumbrances, Change a Purchase Order, Cancel a Purchase Order) enter your change, and submit your maintenance request to SCSS. You will receive an email confirmation that your request is added to SCSS ’s list of cancels and changes. When SCSS completes your request, you will be notified via email that the change has been made.
*NOTE: PO Maintenance should be used only for completed purchase orders. Do not use this system if your purchase requisition is still in WebReq. Any changes to purchase requisitions should be completed through the WebReq Manage Requisitions section. More information about modifying requisitions is available in the WebReq User Guide.
There are now three options available on the JHU eProcurement main menu – WebReq, Purchase Order Maintenance, and Procurement Card Information.
To immediately learn more about the Purchase Order Maintenance system, please look at Frequently Asked Questions.
For additional information regarding PO Maintenance, contact Kathy Frazier or Nancy Rose, in Supply Chain Shared Services, 443-997-5600.
To find out more about the eProcurement training classes, please visit the Financial and Information Technology Training Programs Web site. To register for a class, please fill out the registration form and fax it back to 443.997.8401 or 443.997.5551.
Return to TOPNew Lab Start-Up Program Through Fisher Scientific (3/8/04)
As a feature of the JHU Laboratory Products Partnership, Fisher Scientific has developed a "New Lab Start-Up Program" for researchers new to the University, or setting up their own labs for the first time.
The program offers product consultation with a Fisher representative, a Fisher/JHU welcome basket to help new researchers get started in the lab, and an extra 10% discount off on a researcher's initial laboratory consumable supply order. In addition, more than 20 life science and general laboratory suppliers have teamed up with Fisher to offer additional free products that are valued at more than $20,000.
It's an excellent first stop for new researchers equipping a laboratory, offering streamlined ordering through the University's primary vendor program, as well as saving both time and money in obtaining supplies and equipment.
New Lab Start-Up Product Checklist - (HTML Version)
New Lab Start-Up Product Checklist - (PDF Version)
Equipment and Instruments
Apparatus, Clothing, and Furniture
Lab Supplies
Chemicals, Biochemicals and Media
For further information please contact David Calvin at Fisher Scientific, 1-800-955-9999 ext. 199-3482; or Danielle Moore in Supply Chain Shared Services, 443-997-5652.
Return to TOPRecently Airborne Express and DHL Express merged and soon Airborne Express will no longer exist. All Airborne packages will be picked-up and billed by DHL. Our contact at DHL is Erica Maciag. She can be reached at 800-433-6345 ext. 1844. For additional questions, please contact Judy Zimmer, 443-997-5663.
Return to TOPPurchasing Xerographic Paper (7/25/03)
Through a competitive bid process, Supply Chain Shared Services has awarded a contract to Office Depot for the procurement of copy paper. The pricing is based on the projected annual volume of copy paper used by the University. Pricing is available to all University divisions.
8 1/2" x 11 Xerographic Paper / catalog # 348037 / $22.99 carton
8 1/2" x 11 Recycled Xerographic Paper / catalog # 940650 / $22.99 carton
8 1/2" x 14 Xerographic Paper / catalog # 348045 / $28.99 carton
Office Depot accepts departmental confirming purchase orders for orders up to $2,500. Office Depot also accepts the JHU Procurement Card. Please follow standard University purchasing policies when placing an order with Office Depot for desktop delivery. To learn more about ordering online with Office Depot, please visit http://www.jhu.edu/purchasing/office_depot.html.
For additional information concerning pricing and/or ordering procedures, please contact Darlene Foehrkolb, Supply Chain Shared Services, 443-997-5653.
Return to TOPSourceOne Healthcare Technologies / Silver Recovery (5/13/03)
Please note that SourceOne Healthcare Technologies has consolidated a number of their locations and subsidiaries. JHU customers should use vendor number 1009903 on all orders for xray processor service and maintenance contracts from this company. This includes former vendors Standard Medical Imaging, MedImaging, Tech, Diagnostics Imaging and Philips Healthcare (xray processor service division only). For more information on this consolidation, see SourceOne's web site, www.marconihcp.com.
Xray processor service customers should also be aware that SourceOne, and a number of other service providers, no longer include the silver recovery process as a standard component of your service contract. Appropriate processor discharge management should be arranged, to remain in compliance with federal and local environmental regulations. This process may be added to most contracts for an additional fee. Third-party service recovery is also available through JHH Pathology Photography lab (at no charge; contact Path Photo at 410-955-3843), or through Evolve Technologies Corporation (or call George Lewis at 1 888-315-9007 ext. 130).
For more information, please contact Danielle Moore in Supply Chain Shared Services, 443-997-5652.
Return to TOPJohns Hopkins Travel Center Announcement (5/1/03)
The university has negotiated discount pricing agreements with American Airlines, Delta Air Lines, United Airlines, and US Airways. Discounts apply to domestic and international flights, and range from 15% - 25% off of published fares. Flat rates between select, highly traveled city pairs have also been negotiated. In CY 2002, travelers realized almost $600,000 in savings by using the university's airline discount agreements.
Continued use of the university's collective buying power is essential to sustain its airline discount program. Use of the university's airline discounts is of particular importance to travel paid with sponsored research funds as these purchases must be made in compliance with OMB Circular A-21. This Circular states that "airfare costs in excess of the lowest available commercial discount airfare… are unallowable…"
To facilitate access to the airline discount program, the university's travel program includes three travel agencies authorized to issue airline tickets at university discounted rates. The travel agencies are Expedia Corporate travel, Safe Harbors Travel, BCD Travel, and WorldTravelServices. Discounts are passed on directly at time of purchase. Tickets issued on university-contracted airlines by other travel agencies are often purchased at higher rates since these agencies do not have access to university discounts.
The travel agencies included in the university's travel program offer a complete range of services, as well as the benefits of supplier choice and competition. The university also has discount pricing agreements with Amtrak, Avis rental cars, Airport Fast Park for parking at BWI, and various hotels.
For information about designated university travel agencies and travel discounts please see the following Web sites:
Johns Hopkins Travel Center
Designated Travel Agencies
For additional information regarding the university travel management program, please contact Nancy Rose, Supply Chain Shared Services, 443-997-5658.
Return to TOPQiagen Vendor Number Consolidation (4/30/03)
Please use vendor number 1008856 for all Qiagen orders, including Operon Technologies products and Qiagen Sciences primers. Qiagen will accept JHU procurement card and departmental confirming purchase orders up to $2,500.00, and many products are also available through the School of Medicine's Genetic Resources Core Store.
For more information on Qiagen products, please see www.qiagen.com, or contact Mike Coury, Qiagen's JHU Technical Sales Consultant, at 1.800.426.8157 ext. 22689.
Return to TOPMiltenyi Biotec Orders (4/23/03)
The JHU Procurement Card is the preferred method for placing orders with Miltenyi Biotec (vendor 00663). If you're unable to use the PCard, please note that Miltenyi requires an official purchase order before fulfilling any orders. To expedite these orders, send your WebReq or REQN Purchase Request to Supply Chain Shared Services as "non-confirming", and a Purchase Order will be issued and faxed to the vendor.
Return to TOPResearch Discounts from Omega Optical (4.23.03)
Omega Optical (vendor 10401) offers a 20% discount on all microscopy filters, with a 30% discount for 2 or more sets on the same order. To receive your discount, just identify yourself as a JHU researcher at the time of order. Omega accepts the JHU procurement card, with an additional 5% discount for orders placed on their e-commerce site www.omegafilters.com. A filter replacement program is also available, with a 50% discount on replacements for damaged or poorly performing filters sent to Omega, regardless of manufacturer.
For more information, contact Omega Optical at 1.866.488.1064.
Return to TOPUSB Pricing Agreement and Special Promotions (4/2/03)
USB has entered into a new pricing agreement with the University, offering a 15% discount on their most popular biochemicals and free shipping on orders of any size. To obtain the discounted pricing, just identify yourself as a Johns Hopkins customer when placing your order at 1.800.321.9322 or online at http://www.usbweb.com. USB accepts the JHU Procurement Card.
For further details, please contact your USB sales representative, Melissa Gorelikow at 1-800-321-9322 ext. 5894, or Danielle Moore, in Supply Chain Shared Services, 443-997-5652.
Return to TOPWebReq - The New Web-based Purchasing System (3/19/03)
WebReq is the successor to REQN and offers several enhancements not available with the REQN system. WebReq is the quickest and most efficient means of submitting purchase requests to Supply Chain Shared Services. WebReq stores information about users such as name, address, and telephone number. Similar information about suppliers, and frequently purchased items may also be stored in the system.
Current REQN users do not need to re-apply for WebReq and may access WebReq today on eProcurement. Select Requisition Entry/Management (WebReq) to begin your requisition. If you would like to use WebReq, and currently do not have access to REQN, please complete security forms SFO and SFPU1. They may be obtained at http://www.it.jhu.edu/etso/engineeringservices/securitydisaster/securityjhu.html. Questions regarding the security forms may be directed to Shirley Snell at 410-735-7741.
WebReq is best viewed using Internet Explorer version 5.5 or higher, or Netscape 6.1 or higher.
REQN will continue to be available for a limited time.
For additional information regarding the WebReq system, please contact Kathy Frazier or Nancy Rose, Supply Chain Shared Services, 443-997-5600.
To obtain forms necessary to obtain access to the WebReq system, and find out about WebReq training classes, please visit the Financial and Information Technology Training Programs Web site: http://training.jhu.edu/html/Financial/default.asp.
Return to TOPAdministrative Processing Fee (7/5/01)
The University's electronic purchase requisition system, WebReq, is the quickest and most efficient means of submitting purchase requests to Supply Chain Shared Services. Use of the WebReq system reduces errors, and ensures that information necessary to process purchase requests is accurately provided. WebReq stores information about users such as name, address, and telephone number. Once this information is stored in the system, it is automatically recalled for future use without the need for repeated entry. Similar information about suppliers, and frequently purchased items may also be stored in the system.
Use of the WebReq system enables Supply Chain Shared Services to provide better service to the University community. Although Supply Chain Shared Services continues to accept paper, as well as electronic purchase requests, departments and offices are encouraged to use the WebReq system. Effective September 1, 2001, a $10 administrative processing fee will be charged for all paper purchase requests submitted to Supply Chain Shared Services, except those for live animals and radioactive materials.
Return to TOPSupply Chain Shared Services
Johns Hopkins University
purchasing@jhu.edu
last updated 12.15.06
