There are specific rules and guidelines that the University requires for purchases to be made, whether that is for a research project, a club, or any other purchase where University funds are used in either a grant or in department funding.
- SAP Concur – self-service reimbursement
- The University has moved to a self-service reimbursement system where anyone seeking reimbursement can make a direct request instead of waiting for a staff member to make a request, which saves you time!
- SAP Concur will allow you to submit reimbursements easily and quickly.
- Visit the Johns Hopkins Expense Processing page for training links to the Concur system and to take advantage of real-time training sessions.
Typically, you can send a web link with the item you would like to purchase to:
- Barb Adamson – Profs. Katz and Meneveau’s researchers, postdocs, and students
- Nancy Lippi – Profs. Hemker and Wang’s researchers, postdocs, and students
- Deana Santoni – everyone else
If you do not have the link, the following information is necessary to make an order:
- Company name
- Item number(s), or link(s) to item(s)
- Cost
- Quantity
- Shipping – the least expensive shipping method will be used.
- Budget number and approval from advisor.
- If the item weighs >100 lbs. or will be shipped on a pallet.
- If purchase exceeds $2,500, provide either three independent quotes or a Sole Source Justification provided by the advisor, so a Purchase Order can be placed in the Johns Hopkins SAP system.
Submit Reimbursement Requests Before 90 Days have Passed – Reimbursement requests must be submitted for reimbursement to the University within 90-days of the purchase date. Please submit your requests at least several days before this deadline to allow the department to submit the request on time. If they are submitted after 90 days, the expenses will be paid to the purchaser as a payroll supplement instead of reimbursement and will be subject to payroll taxation.
- All items delivered to the department will be received in Latrobe 217.
- Items weighing >100 lbs. or are shipped on a pallet must be delivered to the end destination and not to Latrobe 217.
- Items being delivered to the department must be shipped to
Johns Hopkins University
3910 Keswick Road
Latrobe Hall, Room 217 – Attention: (recipient)
Baltimore, Maryland 21211
- International Shipping must be arranged through the Mechanical Engineering Administrative Office.
- Outgoing packages related to University business will be packed by the sender, who will deliver the package to Latrobe 223 Front Office. Senders must provide a cost center or internal order number. The package will be sent by FedEx.
In order to comply with federal and JHU auditing policies we are required to collect and file all packing slips from items purchased by our department. The packing slip is our proof the item was received.
When receiving a package in Latrobe 217, everyone must take these steps:
- Open the package and verify the contents are what were ordered.
- Place the Packing Slip into the bin on the wall adjacent to the receiving table that corresponds to the faculty member who authorized the purchase.
- Sign the Shipping and Receiving book before leaving the room.
At the end of each week the packing slips will be collected, scanned, and matched with the order in accordance with audit policies. Failure to properly retain and submit packing slips will result in the loss of ordering privileges.
Please contact Administrative Supervisor Deana Santoni or Administrator Marty Devaney in Latrobe 223 for help.
The University is generally exempt from sales tax. All purchases qualifying for sales tax exemption that are arranged through the University will automatically be charged without sales tax.
While personal purchases are discouraged for University business, they are occasionally necessary. Please remember to use the Tax Exempt Sales Certificate before purchasing items with personal funds so you are not charged Sales Tax. Johns Hopkins does not reimburse Sales Tax.
Interoffice and postal mail are delivered daily, usually in the early afternoon. The front office staff will distribute the mail to mailboxes the same day or early the next morning.
Packages larger than the mailboxes will be stored and registered in Latrobe 217 and recipients will be notified. They should not be picked up until the packages are logged in.
The International Travel Registry provides an easy-to-use way for those traveling internationally on university-related business to register their travel plans.
In partnership with International SOS, registered travelers will receive assistance with pre-travel preparations, including notifications about the destination country, risks, and prevention measures. Be sure to create your own Travel Profile so staff can contact and support you in the event that there is a natural disaster, political unrest or other emergency situation in locations where you travel.
