Archive for the ‘Announcements’ Category

Purchasing News Flash: New Loyola Printing Services/Copy Center Provider

Friday, November 20th, 2015

We are pleased to announce that Loyola University Chicago has partnered with Printing Arts to provide the university community with a full service copy and print solution. Printing Arts was selected after an extensive Request for Proposal (RFP) process.

Printing Arts main offices are located at 2001 W. 21st in Broadview, Illinois 60155. They are a full service, G7 Master Printer, with the capacity to accommodate all types of copy and print service requests or projects and will work closely with their customers for any level of specialization or customization. They are a 24/7 operation that will be able to provide timely deliverables and support. In addition to providing business cards, letterhead, and envelopes, they can provide the following capabilities/services including, but not limited to:

  • G7 Commercial Printing Certification
  • Pre-Press and Color Management (Multiple color project requests)
  • Structural Design
  • In-House Ink and Coatings Lab
  • Folding and Gluing
  • Tipping and Fixing
  • Hand Assembly
  • Die Cutting, Foil Stamping, and Embossing
  • Managed Inventory Programs
  • Conventional Bindery
  • Mailing and Distribution
  • Copyright Clearance (Course Pack Production)

Printing Arts will maintain an on-site presence to accommodate walk up requests. They will be located in the current Copy Center on the Lake Shore Campus, Centennial Forum Student Union (CFSU), 1125 W. Loyola Avenue, Main Level. The telephone numbers will remain the same – 773-508-2042; 773-508-2041; 773-508-7741. The email address for the Copy Center is printingservices@luc.edu.

Additionally, the new Copy Center contacts can be reached at the following numbers:

  • Christine Ciarrachi (Account Representative): 708-938-1550 (Office) 773-203-5241 (Cell) or cciarrachi@luc.edu
  • Alex Erickson (VP of Sales): 708-938-1536 (Office) 847-830-4894 (Cell) or aerickson5@luc.edu

Printing Arts will transition to their new role effective Tuesday, December 1, 2015. The Copy Center will be closed on Monday, November 30, 2015 for the transition. Please visit the Printing Services website for additional information at:

www.luc.edu/purchasing/printing.shtml

We would like to welcome Printing Arts to Loyola University and look forward to our partnership with them! We would also like to thank Canon Solutions America for their many years of service to the University.

Please direct any questions to Sam Perry, Purchasing Manager at 312-915-8781 or sperry@luc.edu.

New PDF Forms! Expense Reimbursement & University Deposit Slip

Friday, November 14th, 2014

The Finance Department is excited to reveal two new and improved fill-able PDF documents. Please take a moment to review the new forms and instructions:

Please Note: The required University Deposit Slip procedure is changing and only the new form will be accepted at the Bursar Cashier Offices. The new form has equations in the Totals and Summary sections for ease of data entry so it is highly recommended that you use the form on-line when completing it. Additional Itemized Deposit Detail can be provided in the Deposit Description box or on a separate Itemized Deposit Detail form, whichever is most appropriate.

Similarly, the new PDF Expense Reimbursement Form should be used going forward. University ProCard Expenses should no longer be included on this form. ProCard expenses related to this business travel can be noted in the Business Reason for Expense/Comments box.

Questions about these forms or instructions can be directed to:

Office of the Bursar (University Deposit Slip)
773.508.7705
Bursar@luc.edu

Accounts Payable (Expense Reimbursement Form)
312.915.8760
Accounts-Payables@luc.edu

Financial Systems (general form questions)
FinancialSystems@luc.edu

New: Gift Card Purchase Policy

Thursday, September 4th, 2014

Loyola Community,

The Gift Card Purchase Policy has been established to set forth the guidelines and procedures for the purchase and distribution of gifts and gift cards/certificates purchased with University funds to ensure compliance with the University’s tax withholding and reporting obligations.

This policy applies to all staff, faculty, and principal investigators who wish to purchase gift cards for the purpose of incentives, awards, and other uses necessary to carry out the University’s mission.  Gift cards should not be given in exchange for services received or in place of a payment of wages.  Gift cards are subject to tax laws similar to cash payments.

Effective immediately, any department wishing to purchase a gift card, will need to complete a Gift Card Purchase Authorization Form. This form should accompany the Purchase Requisition and sent to the designated Purchasing agent: HSD Purchasing at HSDBUYERS@LUC.EDU or Lakeside Purchasing at PURCHLSC@LUC.EDU.  Gift Card purchases should not be made on the ProCard. Once a gift card purchase has been approved, gift cards should not be used for reasons other than their originally stated purpose.

Once gift cards have been distributed, a Gift Card Distribution Log must be completed and submitted to either SPA, GRNTCON@LUC.EDU (If AU begins with a 2, 5, 103XXX or 104XXX) or General Accounting, ACCOUNTING@LUC.EDU (For all other AUs).

Gift Cards should be treated like cash and be kept under lock and key at all times to ensure proper physical security and to protect from theft and loss. Access to the gift cards and keys to the lock areas should be limited to the individual(s) responsible for safekeeping of the gift cards.

The Gift Card Purchase Policy can be found at:

http://www.luc.edu/finance/giftcardpolicy

Forms:

Gift Card Authorization Form

Gift Card Distribution Log

Promotion Announcement from Sponsored Program Accounting

Monday, July 29th, 2013

Sponsored Program Accounting is happy to announce Donna Ballard’s recent promotion to Senior Grant Administrator.  Donna joined Sponsored Program Accounting in April 2011 and has administered grants and contracts for the Lakeside campus, including the College of Arts and Sciences, the Center for Science and Math Education, the Institute of Environmental Sustainability, the School of Social Work and the Loyola Museum of Art.  Throughout the past few years, Donna has successfully managed an increasingly more complex grant portfolio, including overseeing a wider variety of federal grants, tracking over half of Lakeside’s cost share commitments and completing a higher frequency of grant financial reports.  Donna will continue to report to Karen McCormack and provide support to the aforementioned departments in her new role.

Congratulations on the well-deserved promotion, Donna!

New Director of Disbursement Services

Monday, July 22nd, 2013

The Controller’s Office is pleased to announce the addition of Robert (Bob) Curry as the new Director of Disbursement Services.  Bob will have responsibility for all of the University’s disbursement activity including Accounts Payable, Procurement Card, and Payroll.  Bob has over 15 years’ experience as an Accounts Payable manager and has worked for Solo Cup, the Tribune Company, and Career Education Corporation.  Bob’s first day is today and he will be located in the Accounts Payable Suite on the 6th floor of Lewis Towers, room 602-A.  He be reached at rcurry@luc.edu and extension 5-8748.

Please join us in welcoming Bob to Loyola, we are very excited to have him join our team!

Promotion Announcements from the Controller’s Office

Wednesday, July 17th, 2013

The Controller’s Office is pleased to announce that Christine Fraczkowski and Brigid Smith have both been promoted to a senior accountant. During the past few years, Christine has helped with financial reporting and account reconciliations. She compiles and analyzes a large portion of the monthly variance packet, prepares various external surveys including the Form 990 and IPEDS, and does the accounting for the Rome Center and the Fitness Center. Brigid has been heavily involved with Loyola’s asset management system and capital budget, which involves moving projects into service and depreciating capitalized assets. She also works with Maria Araque on various tax-related projects, including state tax remittances and non-residence alien tax treaties. Both Christine and Brigid will report to Melissa Townsend.

Congratulations Christine and Brigid!

 

Staff Educational Achievements

Thursday, May 16th, 2013

Congratulations to the following Finance Division employees for completing their degrees and certifications!

Sherilynn Allen
Masters of Social Work, School of Social Work
Leadership Development in Social Services

Magdalena Cabral
Bachelors of Art, School of Continuing & Professional Studies
Major: Management, Minor: Business Communication

Joanna Nabozna-Wasilewska
Certified Public Accountant

Kate Nelson
Masters of Education, School of Education
Higher Education

Kathleen Steinfels
Masters of Business Administration, School of Business
Information Systems & Management

 

We would also like to acknowledge those staff who are currently pursuing degrees. Good luck in your studies!

Kyle Cobb
Masters in Accountancy / Nov 2013

Lilia Dominquez
Masters in Business Administration / May 2015

Christopher Evans
Masters in Business Administration / August 2014

Tobyn Friar
Masters of Art, Public Administration / December 2014

Janie Johnson
Bachelors of Art / May 2017

Arlene Rodriguez
Masters in Business Administration / May 2014

Staff Updates from the Controller’s Office

Wednesday, May 15th, 2013
We are pleased to announce the addition of Kathleen (Kate) McGroarty as the new Payroll Coordinator in the Payroll Services Department. Kate comes to Loyola from ScienceFIST Foundation where she was a Program Manager dedicated to providing high quality after school innovation and science programming to low income Chicago students. Kate has a degree in Communications form Northwestern University. Kate started on Monday, May 13th and is located in the Payroll Services Department in suite 603 of Lewis Tower and can be reached at extension 58741 or e-mail at kmcgroarty@luc.edu. Welcome to Loyola, Kate!

Joanna Nabozna-Wasilewska has accepted a position as the Director of Business Operations for the Stritch School of Medicine at the Health Science Division and will report to Lauren Hagan. Joanna has been with Loyola for 10 years in various roles in Sponsored Program Accounting and General Accounting. Most recently, Joanna has served as the Director of General Accounting, playing a key role in the year-end audit, monthly close process, and ensuring the accuracy of our financial statements. Many thanks to Joanna for all her hard work and dedication over the past several years. Best wishes in your new position, Joanna!

This has created an excellent promotion opportunity for a key staff member in General Accounting, Ben Smigielski. Ben will be promoted to Director of General Accounting effective June 3rd, 2013. Ben started in the General Accounting department as in intern while studying accounting here at Loyola. He was hired as a full-time staff member over 5 years ago and is very familiar with all the key functions of the General Accounting Department. While working at Loyola, Ben also obtained his MBA from Loyola and became a licensed CPA. Most recently, Ben has served as a Senior Financial Reporting Analyst. In this role Ben has been instrumental in the production of our year-end financial statements and footnotes, has prepared the monthly variance reporting package, and is our key resource to research GAAP/FASB. Ben has also served as a great mentor for various staff accountants, new senior accountants, and our interns. Congratulations on your new role, Ben!

Update: Workers Classification Procedure

Monday, April 1st, 2013

Workers Classification Procedure: Employee vs Independent Contractor

Please be advised that effective April 1, 2013, Loyola University has instituted a new Workers Classification Procedure. The purpose of this procedure is to formally document the proper steps for requesting and classifying a worker as an Employee or an Independent Contractor. The overlying baseline for this process is that all individuals that provide a service to Loyola University are first and foremost considered employees unless a justification can be made to the contrary.

This new procedure sets forth the documentation required to request a proper classification from Human Resources (HR) and Disbursement Services (DS). All required documentation must be completed and provided to HR and DS for review before the commencement of any engagement or before any service is provided. In addition, the procedure documents the evaluation criteria that each “worker” will undergo to determine the proper classification. This will also determine the proper tax reporting classifications and documents the tax notifications that each “worker” will receive as a result of their status.

Once each worker is satisfactorily documented and once classification is determined, the individual will be set up in the appropriate system (HR System for Employees and AP Vendor Master for Independent Contractors). Each IC will be tracked to ensure that current approved and certified documentation is on file before any payments are made.

In order to properly implement this new procedure, HR and DS will be hosting training sessions at the following locations and times.

Health Sciences Campus: Monday, April 22, 2013 at 2:30-3:30 in SSOM-150

Water Tower Campus: Wednesday, April 24, 2013 at 2:30-3:30 in Corboy-Kasbeer Hall (15th floor)

Lake Shore Campus: Wednesday, May 1, 2013 at 2:30-3:30 in Simpson Living/Learning Center Multipurpose Room)

We will also be streaming the Wednesday, May 1, 2013 Lakeshore training live and will subsequently make a recording of this session available on our website. More information on how to access this stream will be made available soon.

Copies of the updated procedure and revised forms (both in Formatta and Microsoft Word formats) can be found attached and will soon be available on the Accounts Payable website:  http://www.luc.edu/finance/.

If you should have any questions, please feel free to Contact Deborah Meister at dmeister@luc.edu or Brian Slavinskas at bslavin@luc.edu.