Summer/Fall 2006
ADS Staff
Dan Wells
Director
Rick Alumbaugh
Manager, Mail
Distribution Center
Jeff Schoonover
Manager, Print &
Copy Services
Stiles Gaffney
Assistant, Print &
Copy Services
Susan Butts
Manager,
Insurance/Risk
Management
Nancy Neice
Manager, Mail
Processing Center
Donna Norris
Mail Center
Assistant
Administrative
Services Newsletter
V O L U M E
7 ,
I S S U E
1
S E P T E M B E R
CHARGE!
RHIT Buyers reduce paperwork load
JP Morgan Chase purchasing cards are being issued to campus buyers. Staff
and faculty are finding it easier to manage their campus
buying as the result of the
new program.
These ‘P’ cards are intended to replace check requests and purchase orders
where appropriate.
Policies in the current
Purchasing Guide must still
be followed; card purchases
must be less than $2500 and
cannot include prohibited
items such as lab animals or
controlled substances, nor be
used for cash advances or
travel expenses. At the end
of every budget month, departments approve purchases
and submit receipts to the
Business Office.
The ADS website contains
additional information in the
Cardholder Guide.
Direct questions to Bob
Watson or Dan Wells, in Administrative Services.
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BUCKS
FOR
BOOKS
Students
who need
help with the cost of
textbooks may be
interested in a Parent’s Association
loan program.
Bucks for Books provides
loans of up to $500 for books to
any currently enrolled student.
Loans repaid by the end of the
trimester accrue no interest.
The program is only valid for
use at the RHIT bookstore. For
more information, contact
Melinda Middleton or Luann
Hastings in Student Financial
Aid.
Sheryl Fulk
Manager, RHIT
Bookstore
Brenda Elliott
Assistant
Manager, RHIT
Bookstore
Kimberly McCarter
RHIT Bookstore
Clerk
Bob Watson
Manager,
Procurement and
Contract Services
The past several months
have seen a number of changes
in ADS. Matt McNichols, Art
Curator, and his part-time assistant, Erin Goldstein have left
their positions at RHIT.
We would like to welcome
the new Director of Arts Programming and Curator, Steve
Letsinger, x8452. Steve will
continue to teach in addition to
his new duties overseeing the
RHIT art collection. This position now reports to Caroline
Carvill in the HSS department.
Other changes in ADS:
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New packaging-tracking
software in the Mail Distribution Center
Two new pieces of equipment in the Mail Processing Center
Plastic coil spiral binding
has been added in the
Print and Copy Center
Student insurance waivers are now completed
online
Purchasing cards have
been rolled out to staff
and faculty
By
Dan
Wells,
Director
VOLUME
7,
ISSUE
Buyer News
Recent months have seen
an increase in the use of national contracts by buyers at
RHIT.
The Institute has a relationship with two purchasing
consortiums, Independent
Colleges of Indiana, and
Educational and Institutional
Cooperative. Both organizations negotiate pricing based
on volumes from numerous
universities.
For a current list of contracts that are available to all
buyers, see the ADS Website
under Group Purchasing
Consortiums. Any questions
should be directed to Bob
Watson in ADS, x8488.
New cardholders of the
RHIT purchasing card are
encouraged to remember to
account for their purchases
1
PAGE
monthly. The close of each
billing period is around the
25th of each month. At that
time, each buyer will receive a
reminder email to go online
and enter accounting information for each purchase. A summary report must be approved
by a budget manager and forwarded to Michelle
Kirkpatrick, CM 21, in the
Business Office. For questions
or help with the monthly process, contact Bob Watson in
ADS.
Office Supply
Update
The changeover to Corporate Express (CE) as the approved RHIT office supply vendor has gone smoothly. Buyers
have found the website easy to
use and in-stock items are de-
livered to each department
within 24 hours. Now that
purchasing cards are being
established for campus buyers,
each buyer should have his
purchases charged to his own
card.
Buyers have done an excellent job of consolidating orders to maintain efficiencies in
campus deliveries and eliminate unnecessary packaging on
small orders. Through June,
CE had filled more than $36K
in orders, at an anticipated
savings in excess of 11%.
CE’s specialty is in small
office supplies. Larger items
such as equipment (shredders)
should be priced with several
vendors and office furniture
referred to facilities.
Comments and suggestions
regarding Corporate Express
should be directed to Bob
Watson or Dan Wells in ADS.
2
RHIT
Contracts
In order to protect RHIT, all
buyers should remember that
only the President and the V.P.
and C.A.O. are authorized to
sign an Institute agreement. A
Contract Review Form should
be completed and forwarded
for approval before a buyer
finalizes a contract.
For complete details on the
procedure and the correct approval authorities for different
types of contracts, see the ADS
web page.
RISKY BUSINESS
HEALTH INSURANCE WAIVERS
All RHIT students are charged for accident and illness insurance UNLESS they
provide proof of existing insurance and complete an Insurance Waiver Form via
Banner Web.
If you do not want to be charged for insurance, be sure to get your waiver and
proof of insurance to Susan Butts in ADS before the deadline. The deadline is September 25, 2006.
A waiver is good for the entire school year. However, you may change your
selection on a quarterly basis by contacting Susan Butts, x8457.
AUTHORIZED
DRIVERS
In order to drive on Institute business, you must be listed on the RHIT Authorized
Driver List. This list may be accessed on the ADS web page. These drivers are the
only individuals authorized to rent a vehicle for RHIT business purposes, or drive an
RHIT-owned vehicle.
To qualify as an authorized driver, an employee or student must complete a Motor
Vehicle Background Check form. Students must also obtain a current Motor Vehicle
Report (within the last 30 days). These items should be sent to Susan Butts, CM 25.
PAGE
3
CAMPUS
MAIL
SERVICES
MAIL PROCESSING CENTER
(MPC)
Updates Web Updat
dates Web Updates
tes Web Updates We
s Web Updates Web
The ADS website has had numerous updates over the summer. Visit our site for the latest
on the following:
• New RHIT Purchasing Card
program to facilitate procurement for your department.
• A new Records Retention
policy for campus with guidelines for which records should
be retained for a given time
period.
• A new tool for identifying the
originator of a RHIT Purchase
Order.
• A new page on the Enterprise
vehicle rental program, which
provides Faculty and Staff
discount rates for either business or personal use. A calculator is available to figure the
costs of rental vs. RHIT vehicle.
• Changes to Fixed Asset records such as location can
now be made online.
Updates Web Updat
dates Web Updates
tes Web Updates We
s Web Updates Web
PRINT AND COPY CENTER
The Print Shop, in the lowest level of Moench Hall,
room EL-202, provides a number of services to the
RHIT community. Photocopying (both black and
white and color), offset printing, folding, booklet
making, and other services are available. You can
also pick up a brochure on copyright law. Print
orders may be placed online.
Outgoing mail is processed by the MPC,
room DL-114 in Moench Hall. The MPC has
a full range of mailing services for students,
faculty and staff. Their services include:
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Stamp sales
Package shipping
First Class, Express, and Priority mail
Faxing
Preparation of bulk mailings, including
tabbing, addressing, and inserting.
Contact Nancy Neice in the Mail Processing
Center for more information on the above services.
MAIL DISTRIBUTION CENTER
(MDC)
Incoming mail is processed by the MDC,
room EL-106 in Moench Hall. All students
have individual mailboxes next to the commons area in Moench Hall. Returning students will retain their prior years’ mailbox and
combination. New students box numbers and
combinations are enclosed in the Freshman
Orientation packet.
Be sure that your incoming mail is addressed correctly in this format:
YOUR NAME
CAMPUS MAIL BOX #
ROSE-HULMAN
5500 WABASH AVENUE
TERRE HAUTE IN, 47803-3999
Do not use your room number or the name of
your residence hall.
Email notification will be sent to students,
faculty, and staff as soon as a package arrives
on campus. The MDC is open Monday
through Friday from 10:00 A.M. to 4:30 P.M.
Contact Rick Alumbaugh in the Mail Distribution Center for more information on the above
services.
A NEW TWIST
A new binding process is available in the Print
and Copy Center. Booklets can now be assembled
with a plastic spiral spine. The advantage is that
booklets made with this new process are more durable.
The new process was implemented at the request
of a faculty member who felt that there was less
stress and wear on booklets with this new process.
This would mean that classroom materials will last
longer.
For more information on all services available in the
Print and Copy Center, see their website. Additional “help” tips have been added to our web page.
COMMUNITY BOARDS
IN THE COMMONS
The south wall of the commons area in
Moench Hall is intended as a communications
area for students. Many of the boards are assigned to student groups on campus. Contact
the Student Affairs office for key access to the
club display areas. Students, faculty, and staff
are free to post appropriate material on the
other boards (for sale or rent, Campus News,
scheduled events, etc.) These boards will be
reviewed regularly to remove outdated or inappropriate material. Please remove your
posting after its expiration date.
ADMINISTRATIVE SERVICES NEWSLETTER