Archive for the ‘Purchasing’ Category

New Electronic Payment Request Form Now Live!

Wednesday, November 17th, 2021

We are excited to announce the launch of the new Electronic Payment Request Form. The new web based form will replace the existing PDF form and will allow authorized users to:

  • Complete a payment request electronically
  • Attach backup documentation
  • Electronically route form for approval
  • View the status of the payment request

Some of the major benefits and enhancements of the new form include vendor lookup/validation. Users are now able to search by vendor name or number. The address and payment method will default from vendor selection.

Users will now be able to select the AU/Account or Capital Activity/Account Category from a drop down menu. The Capital Activity & Account Categories no longer require a separate AU/Account on the form.

A dashboard will display all payment requests that have been created or routed to a particular user, as well as the current status of the request. Additionally, users may utilize “copy” features to “Start a similar form” to copy the vendor data from a previously submitted request or “Start a form with the same distribution” to copy the distribution lines from a previously submitted request

Once the payment request has been fully approved, the form will be automatically sent to DocFinity for AP processing. The Payment Requisition Status will update dynamically in application dashboard as it goes through the AP review process.

The application is live now and available to all Faculty and Staff. The form can be accessed online at with your Loyola UVID and password. Documentation, including FAQs and Instructions can be found on the Accounts Payable website.

This form will replace the existing pdf form as of February 1st, 2022.

If you are interested in attending an upcoming training session, please email Patty Woods ( to be added to the list of attendees.

Finance Website Security Initiative

Monday, June 10th, 2019

The Human Resources and Financial Systems departments have been working with ITS to secure high risk documents on our website to avert fraudulent activity. Currently, our website has forms and instructions that specifically deal with sensitive information and the goal to reduce university risk is to secure those forms on our website via Sharepoint, so anyone with a Loyola login (UVID) and password are able to access those documents.

In the coming weeks, some of the HR and Finance forms will be updated to SharePoint URLs. At that time we will also establish redirect links to ensure that the original forms are not accessible without login credentials.

If there are any questions or concerns, please contact Financial Systems at

Promotional Product Vendor Fair

Tuesday, October 23rd, 2018

On September 26, 2018, Procurement Services and Marketing and Communication announced the addition of Warehouse Direct as the University’s new Prequalified Supplier of Promotional Products (not for resale) (also see and a flyer here).  In the coming weeks we will be hosting a number of Promotional Product Vendor Fairs to introduce Warehouse Direct to the University community.  Various suppliers will be showcasing their product offerings and will be available for all of you to discuss each of your departmental promotional product needs.  In addition, each attendee will have the ability to provide Procurement Services valuable insight into their product needs and make recommendations as to which products should be considered for inclusion in the online ordering system.  Once implemented, the online ordering system will include many of the product recommendations that will ultimately help streamline the order and fulfillment process while ensuring cost control and brand integrity.  

The product shows will be held at the following dates, times and locations.  Attendees are free to come and go throughout these times.   Each show will also feature give-aways and raffles!

Lakeshore Campus
November 1, 2018
9:00 a.m. – 11:00 a.m.
Damen Center
Sr. Jean Room

Water Tower Campus
November 15, 2018
8:00 a.m. – 10:00 a.m.
Lewis Tower
Regents Hall 16th Floor

Health Sciences Campus
December 11, 2018
10:00 a.m. – Noon
Suite 150

Please feel free to forward this message to anyone interested.  For questions or more information please contact: Brian R. Slavinskas, Senior Director of Procurement Services and Financial Compliance,  at 312-915-8787 or  We hope to see you there!


New Promotional Products Pre-Qualified Supplier

Wednesday, September 26th, 2018

Date: September 26, 2018

Procurement Services, in partnership with University Marketing and Communications, is pleased to announce Warehouse Direct as the new Pre-Qualified Supplier of Promotional Products (limited to those products that are not for resale).  Under this new relationship, the University will establish a formal process for the procurement of goods with the Loyola logo.  This new, standardized process will improve our sourcing, ordering and invoice settlement while maintaining new levels of brand integrity.  In addition, this partnership provides the opportunity to evaluate and identify standard items for purchase by all departments to align with product sustainability initiatives.

Over the next couple of weeks, we will be working diligently with Warehouse Direct in the development of the e-commerce platform that will enable you to order standard promotional products.  During this time, we will be identifying departments with high order and spend volumes to help develop this platform.  Once we have completed this process, we will be hosting a formal program introduction session and product show at the three main University campuses.  At that time, departments will have an opportunity to view product offerings from Warehouse Direct and their suppliers, and have the opportunity to identify product options that will be suitable for their needs.  These selections will be considered for inclusion in the standard product catalog in the e-commerce platform.  All products and logos will be fully vetted by Procurement Services and UMC before inclusion in the platform.  Our goal is for all departments with promotional product needs to have a voice in the standard product catalog offerings.

Procurement Services will be setting up the introduction and product show for early November.  Please keep your eyes open for the announcement for the date, time and location coming soon.  In the meantime, should you have any immediate needs for promotional products, please contact Procurement Services and we can facilitate a connection with Warehouse Direct.

We are extremely excited about this new program and strongly encourage your department to use Warehouse Direct for your promotional product needs.  Attached to this document is a description of the benefits relating to the Pre-Qualified Supplier Program, Brand Integrity and Sustainability.  Should you have any further questions, please let us know.

Kind Regards,

Brian R Slavinskas
Senior Director
Procurement Services

Deneen Jackson-Gillespie
Executive Director
Marketing and Creative

Geraldine Lechantre
Purchasing Manager
Procurement Services

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

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
  • Alex Erickson (VP of Sales): 708-938-1536 (Office) 847-830-4894 (Cell) or

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:

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