News & Updates Policies Preferred & Approved Vendors In-House Product Supply Centers Scams Staff
Cell Phones Per policy ABO 911-06, the University will not own cell phones for the use of individual employees and the University will not directly pay employees' cell phone bills. Employees whose job duties require the frequent need for a cell phone may receive extra compensation in the form of a cell phone allowance. Employees may purchase a cell phone and coverage plan from a carrier of their choosing and are responsible for the purchase, maintenance, repairs, and billing associated with said coverage plan. Cell phones will not be supported by the University.
Computers Computer purchases require approval from Information Technology Services (ITS). RFUMS is a PC environment. While Apple computers (Mac) are appropriate for some applications, all departments conduct business using the PC platform. All personal computers must be ordered directly from ITS, which has an array of pre-configured Dell computers onsite for immediate delivery and installation. Personal computers must be ordered via the Datatel electronic requisition system using Vendor ID number 562859, or ITS Department. For instances when a University standard PC cannot be utilized, the requestor must complete and submit to ITS a Technology Standard Exception Request Form. Contact Purchasing at purchasing@rosalindfranklin.edu, or ext. 8739, for assistance; or the IT Help Desk at ext. 8800 for onsite PC specifications.
Controlled Substances A principal investigator (PI) seeking to acquire a Schedule II-V controlled substance must submit a request to the Director of Environmental Health and Safety (EHS) per policies established by that director. Further information relating to the purchase of controlled substances is available on the EHS website. To ensure compliance and minimize order delays a Datatel Colleague Requisition must contain the following information:
Copiers There are several brands and models of copiers available in the marketplace. It is important that the right unit be selected for the intended use, so consult with Purchasing at purchasing@rosalindfranklin.edu or ext. 8739 for assistance prior to contacting a vendor. In addition, the University has a bundled service maintenance agreement on all copiers.
Hotels, Local The Purchasing Department at Rosalind Franklin University has negotiated pricing with several local htoels and long-term stay facilities. For a list of local hotels, click here. If you have any questions, please contact Purchasing at purchasing@rosalindfranklin.edu or ext. 8739.
Office and Conference Furniture The University's standard for general-use office, conference rom, and storage furniture has been the product lines offered by HON Industries and Allsteel. Typically, we order furniture either directly from the manufacturer (HON Industries or Allsteel), but on occasion, we also purchase from their local certified distributor/seller, Office Plus of Lake County. The differences between ordering straight from the manufacturer or its local distributor are:
PRICING, AVAILABILITY, DELIVERY, RETURN POLICY, INSTALLATION MANUFACTURER: 58-62% off list price, all product lines, 3-6 weeks, no returns unless defective, Office Plus DISTRIBUTOR: 27% off list price, select items, 3-5 days, all items are returnable, Office Plus.
On occasion, we do purchase HON and Allsteel furniture directly from Office Plus of Lake County. Typically, this is only done when time is of the essence. Because there is such a great variance in pricing discountds (31-35%) between purchases from the manufacturer vs. the distributor, it is in our best interest to place furniture orders directly with the manufacturer. But due to their return policy, we must ensure each order is accurate in every way (item selection, layouts, quantities, color selections, etc.). If you have the need to purchas any type of budget-approved furniture, please contact Keisha Ferguson in Purchasing at ext. 8641, or nakeisha.ferguson@rosalindfranklin.edu. She will assist you in the furniture ordering process. The first step in the process is meeting with our Office Plus of Lake County furniture representative. Office Plus' services are free of charge and include the following:
Most furniture orders are delivered directly to Office Plus of Lake County, who cooridnates the installation of the furniture with either Purchasing or Facilities Management (depending on the type of order and required installation). Small furniture orders (i.e., chairs, file cabinets, etc.). which do not require installation by Office Plus of Lake County are delivered directly to the University and are installed by our Shipping & Receiving Department.
If you order new furniture, which will be replacing existing furniture that needs to be moved to another area, please download the instructions and the associated Move Request Form and forward it to the Facilities Management Department.
To guarantee delivery of furniture orders before a fiscal year ends (June 30th), orders must be placed with the manufacturer by May 1st. Therefore, please contact Keisha Ferguson in Purchasing, ext. 8641, in early April. Furniture orders which are delivered to the University after the start of the next fiscal year (July 1st) will be paid with funds from the department's new fiscal year budget.
Medical Gases Stock inventory in the Distribution Services - Receiving area will consist of: (a) medical-grade CO2, (b) medicine-grade CO2, with siphon, (c) medical-grade N2, and (d) industrial-grade 5% CO2/O2 gases.
Tracking of all gas cylinders will be accomplished via an internal barcoding and database system. This will allow for complete traceability and accountability of all gas cylinders in the possession of RFUMS.
Requisitions for medical gases will be processed via an online Medical Gases Requisition Form (MGRF). Please note that the Business Office and/or Office of Sponsored Research approval will not required for this form.
Delivery of all medical gases will be made directly to the end user, via the Distribution Services personnel which will also remove any empty gas cylinders. Both of these processes will be strictly database-controlled. Liquid Nitrogen (LN2) tanks will be barcoded by Distribution Services; however, LifeGas (our contracted vendor) will be makling those deliveries directly to the end user. Likewise, LifeGas will be responsible for removing any Liquid Nitrogen tanks. In addition, an "Honor System" for Liquid Nitrogen will be available at Dock 2. This will allow for round-the-clock access to Liquid Nitrogen and product usage will be monitored via a log sheet. Inventoried medical gases will be delivered on the same day as requested, while non-inventoried medical gases will be delivered within 24 - 48 hours. All costs associated with the purchase of medical gases, along with all pertinent rental fees, will be charged back to the appropriate Department, via a monthly cost transfer process.
Office Supplies The Purchasing Department is pleased to offer an office supplies online ordering program to all on-campus departments, including those located at the University Clinics (3471 Green Bay Road). Those who use this program will be able to order office supplies online directly from our preferred office supplies vendor - Office Plus of Lake County.
Benefits of this program include, but are not limited to, the following:
Per the Office of Sponsored Research guidelines, this program cannot be used to purchase certain items that would likely be used for other purposes or not entirely consumed in the course of a research project, such as: wall clocks, calendars, waste cans, scissors, paper punches, calculators, staplers, tape dispensers, and the like, and should not be directly charged to federally funded projects. Before using this program to purchase items you must consult the policy of “Allowability of Costs on Federally Sponsored Projects-Supplies”.
Each participating department/member will be trained by the Purchasing Department with the Office Plus Office Supplies Online Ordering User's Guide before they may begin utilizing the program. University departments or personnel located off-campus (i.e., Stroger Hospital, Mt. Sinai Hospital, etc.) will continue ordering office supplies from Office Plus via the Manual Requisition to Purchase Form.
If you or your department are interested in joining this program, please initiate the process by completing an Office Supplies Online Ordering Program Registration Form, or contacting Keisha Ferguson at ext. 8641, or nakeisha.ferguson@rosalindfranklin.edu.
Personal Data Assistants (PDA) Per policy ABO 911-06, Personal Data Assistants (i.e., pocket PC, Palm Pilot, Blackberry, etc.) will be supported by the University when determined that the device is necessary and integral to an employee's job duties and responsibilities. All PDA devices must be purchased through the use of a Datatel Colleague requisition and will remain the property of the University. These devices require pre-approval by Information Technology Services (ITS). Any device purchased by an employee that does not conform to the University's ITS standards will not be eligible for financial and service support.
Radioactive Materials A principal investigator (PI) seeking to acquire radioactive material(s) must notify the Office of Environmental Heatlh & Safety (EHS). Further information relating to the purchase of radio isotopes is available on the EHS website. To ensure compliance and minimize order delays a Datatel Colleague Requisition must contain the following information:
Software Software purchases require prior review and approval by ITS. Installation of software will be conducted by ITS.
Stationery, University University stationery including, but not limited to, business letterhead and envelopes must be ordered through the Creative Media Center (CMC).
Transportation, Local Ground The Purchasing Department has information regarding ground transportation to and from Chicago O'Hare and Midway Airports. For information and schedules regarding transportation offered by O'Hare/Midway Limosine Service, Inc., click here. In addition, we also have Aerovan Travel and Services, who service O'Hare and Midway Airports in Illinois, and General Mitchell Airport in Milwaukee, Wisconsin. For their brochure, click here. You can also contact Purchasing at purchasing@rosalindfranklin.edu or ext. 8739 for more information.