Information for Suppliers
Doing Business with Loyola University Chicago
Introduction
Loyola University maintains a competitive atmosphere and seeks mutually beneficial business relationships. Some general information for suppliers is noted below.
Visitation Guidelines
The University’s normal visitation hours are 9:00 a.m. to 12:00 noon and 1:00 p.m. to 4:00 p.m. Monday through Friday. Upon arrival at the campus and location where any meeting is scheduled, each visitor must register with lobby security. A Loyola representative will direct visitors to the proper location.
Authorization to Commit
Other than for those commitments made with a University ProCard, all suppliers must be aware of the University’s policy as to who may commit the University to contractually binding arrangements (purchase orders, contracts or agreements). It is the supplier’s responsibility to perform work or provide goods only with the properly approved documentation (PO, Contract or Release) from an authorized agent of the University. All contracts and agreements (or other commitment-type documents), including documents used for consulting, technical/professional services, and honoraria, must contain the signature of an authorized agent of the University in order to be binding upon the University. Please verify that your copy of the agreement contains this signature prior to proceeding with work. Without the proper authorization, payment may not be made for products or services rendered.
Prohibition of Gift Acceptance
University policy prohibits employees who can influence procurement decisions from accepting gifts, gratuities, entertainment or favors from vendors, with the exception of promotional gifts or events of nominal value (offered without the expectation of compensation or special consideration) with the approval of Loyola management. Business lunches are permitted on a limited, reciprocal basis as approved by the employee’s management.
Required Documentation for Suppliers Receiving Purchase Orders
To be an eligible provider of goods and services to the University, all suppliers must complete a Supplier Information Form and the appropriate W-9 (domestic) or W-8 BEN (foreign) certificate. Only submit these forms if requested to do so by a University buyer or the Purchasing Department. The Loyola General Terms & Conditions and Instructions for Purchases are applicable to all transactions made by the University without exception. Our Standard Terms for Purchases can be found under Purchasing Policies and Procedures. The University rejects any different or additional terms (including those which Seller may have incorporated in any of Seller’s documents) provided to the University.
Purchases made on ProCards
Loyola may utilize a purchasing credit card, called the ProCard, for small dollar purchases (generally up to $5,000). The Procurement Card (ProCard) Program is designed to provide an efficient way to procure qualified business-related goods and services.
Deliveries
It is important to the University that items are delivered promptly according to the date agreed upon when the order was placed. Deliveries should be made in accordance with the instructions on the purchase order/commitment document and its incorporated attachments. Normal receiving hours are 7:30 a.m. to 12:00 noon and 12:30 p.m. to 3:30 p.m., Monday through Friday. Deliveries tendered at other times may be refused unless an emergency delivery has been requested and prior arrangements have been made. Only authorized persons can receive goods on behalf of the University. Any overshipments in excess of pre-determined allowances will be returned at the supplier's expense.
Invoicing
Invoices are paid based on the terms of the commitment document/purchase order following either receipt of the goods, materials, or equipment, or completion of the service(s), unless otherwise stated within the commitment document/purchase order. No orders can be paid without a supporting invoice which must reference the commitment document/purchase order number. The University's standard payment terms are net 30 days. Invoices are to be sent via e-mail or surface mail to the attention of the University's Finance Services, Accounts Payable Department, PAYABLES@luc.edu or 820 N. Michigan Ave. LT-602, Chicago, IL 60611.
Supplier Performance
The University periodically evaluates supplier performance in areas that include quality, delivery (on time, no unauthorized split shipments, ability to meet rush orders, etc.), adherence to contract pricing, and customer service. Subsequent buying decisions are strongly influenced by this evaluation.
Small Business Reporting
If you are a small business as classified by the Small Business Administration (http://www.sba.gov), we ask you to register at the Government's Central Contractor Registration site, https://uscontractorregistration.com, in support of our reporting requirements to external agencies. When registering at this website, you are requested to obtain a DUNS number. There is no charge for obtaining this number. Please contact D&B at 866-705-5711 to obtain your free DUNS Number.
If you are a small business as classified by the Small Business Administration (http://www.sba.gov), we ask you to register at the Government's Central Contractor Registration site, https://uscontractorregistration.com, in support of our reporting requirements to external agencies. When registering at this website, you are requested to obtain a DUNS number. There is no charge for obtaining this number. Please contact D&B at 866-705-5711 to obtain your free DUNS Number.
Taxes
Loyola University Chicago is an Illinois not-for-profit corporation and is organized for any and all charitable, educational, and scientific purposes within the meaning of section 501(c)(3) of the Internal Revenue Code. The University is exempt from the payment of the Illinois Retailers’ Occupation tax and other state sales and use taxes on most transactions. Tax exemption certificates will be provided to suppliers who request such documentation.
Sustainability
Loyola University Chicago is committed to sustainability efforts with our campus partners. Buyers and users should utilize suppliers and service providers that make use of, to practicable extent, materials and services that support the University’s sustainability mission. This should include efforts to conserve energy and water resources, support efficient delivery, and reduce waste. The Purchasing Department leverages current supplier relationships to raise awareness of the need to reduce our environmental impact and maximize resource efficiency.
