Administrative Manual for
Faculty and Staff
28th Edition
Office of Administration and Finance
Latest revisions (02/2024) made by:
Ariana T. Monroe, Senior Director of
Administration, Finance, Event Planning
and Continuing Legal Education
Table of Contents
Accounts Payable........................................................................................................................4
Alcohol Service Requests...........................................................................................................4
Audio Visual (AV) Requests........................................................................................................4
Auto Insurance for Rental Cars..................................................................................................5
Barnes & Noble Campus Virtual Bookstore..............................................................................5
Bicycles........................................................................................................................................ 6
Book Purchases...........................................................................................................................6
Budget Queries and Available Balances................................................................................... 6
To perform a budget query:......................................................................................................7
To check an operating budget’s available balance:............................................................... 10
Building Hours........................................................................................................................... 12
Cafeteria..................................................................................................................................... 12
Campus Directory......................................................................................................................12
Capital Equipment Acquisition.................................................................................................12
Catering...................................................................................................................................... 13
Certificate of Insurance.............................................................................................................13
Change Orders...........................................................................................................................14
College Service Center (CSC)...................................................................................................14
Computer Supplies....................................................................................................................14
Consultants................................................................................................................................15
Contracts....................................................................................................................................15
Defibrillator.................................................................................................................................15
What is Sudden Cardiac Arrest (SCA)?.................................................................................16
What to do if SCA occurs.......................................................................................................16
Typical Indications of SCA..................................................................................................... 16
E-Fax Service............................................................................................................................. 16
Emergency Building Evacuation..............................................................................................17
Department Responsibilities:................................................................................................. 18
Evacuation Procedure:.......................................................................................................... 18
Evacuation Procedure for the Disabled:................................................................................ 18
Employees - On and Off Boarding........................................................................................... 19
On-Boarding.......................................................................................................................... 19
Off-Boarding...........................................................................................................................19
Engineering & Building Maintenance...................................................................................... 19
Entering the Conviser Law Center...........................................................................................20
Event Planning...........................................................................................................................20
Expense Account Codes...........................................................................................................20
Federal W-9 Form...................................................................................................................... 21
Fiscal Year..................................................................................................................................21
Floor Plans................................................................................................................................. 21
Human Resources..................................................................................................................... 21
Information Technology Services (ITS)................................................................................... 22
Invoices...................................................................................................................................... 22
Keys and ID Cards.....................................................................................................................22
Lactation Room..........................................................................................................................23
Logos..........................................................................................................................................23
Lost & Found..............................................................................................................................23
Mail & Shipping..........................................................................................................................23
Naloxone (Narcan) Inhaler........................................................................................................ 23
New Suppliers/Vendors.............................................................................................................23
Office Supplies...........................................................................................................................24
Payroll.........................................................................................................................................24
Photocopy Machines.................................................................................................................24
Posters, Flyers and Advertisements........................................................................................24
Paper Flyers.......................................................................................................................... 24
Digital Flyers.......................................................................................................................... 25
Posters...................................................................................................................................25
Procurement Cards (PCard)..................................................................................................... 25
Professional Development........................................................................................................26
Public Parking Discounts......................................................................................................... 26
Public Safety.............................................................................................................................. 26
Purchase Orders........................................................................................................................26
Blanket Orders.......................................................................................................................26
Retrofit Orders....................................................................................................................... 26
Standard Orders.................................................................................................................... 27
Receiving Dock.......................................................................................................................... 27
Reimbursement Expense Claims (Employees).......................................................................27
Reimbursements/Refunds (Non-Employees)..........................................................................31
Revenue Account Codes.......................................................................................................... 31
Removal Authorization..............................................................................................................31
Room Reservations................................................................................................................... 31
Restrooms..................................................................................................................................31
Salary Account Codes...............................................................................................................31
Scooters..................................................................................................................................... 31
Student Employment.................................................................................................................32
Tax Exemption........................................................................................................................... 32
Telephones and Voicemail........................................................................................................ 32
Travel Policy...............................................................................................................................32
UStores by Touchnet.................................................................................................................33
Accounts Payable
Accounts Payable is located at the Mies Campus. The department handles all vendor invoice
payments and processes reimbursement expense claims. Vendor payments go out twice a week;
reimbursements are paid biweekly on the Payroll schedule.
Alcohol Service Requests
The alcohol service policy for Chicago-Kent is in compliance with the Illinois Tech General
Counsel’s Policy and Procedure No. c.4, Serving of Alcohol, at the Conviser Law Center
campus.
Alcohol CANNOT be:
● Served to minors (under legal age of 21 years old)
● Sold
● Self-served
● Served before 4:00pm
● Served inside academic classrooms
Approved service of alcohol includes:
● Meeting budget criteria
○ No alcohol will be allowed at events/programs that are not revenue generating or
donor funded
○ No alcohol can be purchased with student activity fees
● Submitting an Alcohol Service Request Form for approval
● Serving beer and wine only, no spirits or liquor
● Served by a certified, licensed bartender
● Served in an approved area on campus
Audio Visual (AV) Requests
All requests for AV services must be made online using the online Audio Visual Request Form.
Please do not send requests to AV via email or by phone, they will not be given priority. The
minimum requirement for AV requests, equipment and services, is 48 hours.
Equipment and services available include:
Easels Flip Chart w/Markers
Laptop LCD Projector w/Screen
Microphones PA System
Technician Tripods
Voice Recorder Webcams
Whiteboards Zoom, live virtual meetings and recordings
If you have a special request for AV services or equipment, contact a member of the department
via email at AudioVisual@kentlaw.iit.edu for assistance.
Auto Insurance for Rental Cars
Students, staff and faculty who need to operate a rental vehicle in connection with a law school
sponsored trip or otherwise on official university business must follow the Illinois Tech Driving
Privileges Procedure No. T.2. This includes completing a Motor Vehicle Report Consent Form
and providing a copy of your valid driver’s license. If the General Counsel’s Office approves
your vehicle report, you will receive a copy of the university’s auto insurance card. For more
information or to receive a consent form, contact Ramona Lewis.
Barnes & Noble Campus Virtual Bookstore
The campus bookstore by Barnes & Noble is virtual for online purchases only.
At BNC Virtual, students can purchase course textbooks and participate in BNC promotional
student offers and discounts.
For faculty, if you need a Course Pack printed for your class, please contact the College Service
Center for assistance.
Bicycles
All faculty and staff with a personal office are allowed to bring their bicycle into the building.
Entry/Exit must be through the Quincy Street rear service door and the bicycle brought into the
office using the freight elevator.
Staff without a personal office are not permitted to bring in a bicycle, unless arrangements are
made and approved in advance by Administration and Finance for proper storage.
Book Purchases
If you want to purchase a book from Amazon, please contact the Library via email at
research@kentlaw.iit.edu, which can order it tax-exempt with a purchase order from the
university’s Amazon Business account. Your budget FOP account will then be charged for the
cost of the purchase.
If you want to purchase a book from another supplier/vendor, please refer to the list of approved
Suppliers in the Buy It eMarketplace purchasing platform.
Do not purchase books personally and submit a reimbursement expense claim for any supplier
that is available in Buy It. The Illinois Tech Controller’s Office will not reimburse staff/faculty
for personal out-of-pocket expenses that could have been transacted with a university Purchase
Order.
Budget Queries and Available Balances
Department heads, budget managers or staff with authorization for Banner Finance access can
query budget transactions and available balances online. If you do not have access to an
approved, designated contact Ariana Monroe.
To perform a budget query:
To check an operating budget’s available balance:
Building Hours
Building hours for the Conviser Law Center are updated several times a year. Each department
receives a copy of the newest building hours in their mailboxes, an email announcement is sent
to all staff & faculty (and students) and copies are available in the front lobby at the Public
Safety desk.
For your greatest convenience, current building hours are always available online from the
Office of Administration & Finance webpage..
Cafeteria
The cafeteria, aka The Spak, is located on the third floor of the Conviser Law Center with a
Micro-Market self-checkout operation during normal building hours. There are also vending
machines located in the Game Room on the fifth floor.
If the payment kiosk is out of order or not working properly:
● Call or text 847-238-2856 to file a report and
● Notify Public Safety
If the Farmer’s Fridge vending machine is not working properly or is out of order:
● Call 312-229-0099 to file a report and
● Notify Public Safety
Dining areas are located on the second, third and sixth floors.
Campus Directory
Click here to view the alphabetical CLC employee list and departmental directories.
Capital Equipment Acquisition
Per the Illinois Tech policy, an item whose individual cost is $2,500.00 or more is considered
capital equipment, e.g., furniture. You should obtain a minimum of two (2) vendor quotes or
estimates for the item. Once a vendor has been selected, you must attach a copy of all quotes
and estimates to a requisition in Buy It for a purchase order. If the vendor you selected is not a
supplier in Buy It, refer to the New Supplier section.
Once you have received your equipment, you must retain all packing slips that were shipped with
the equipment, as well as a record of serial and model numbers, if applicable.
If you need capital equipment that is a PC/laptop or other computer equipment, contact the ITS
HelpDesk.
If you need to replace a desktop printer, copier or scanner, contact Sue Jadin in the College
Service Center.
Catering
The Conviser Law Center’s campus catering service provider is Fooda, Inc. Students, staff and
faculty may browse the catering restaurant options online at Fooda.com to have food delivered to
CLC for events, meetings, etc. Once you have selected your restaurant and food items, or have a
general idea of your catering preferences, submit the Catering Request & Notification Form. A
member of the Event Planning team will place the order and the invoice will be charged to the
designated budget FOP account.
Fooda, Inc. offers a wide variety of catering options, such as individual boxed lunches, specialty
ethnic cuisines, buffets, reception hors d'oeuvres, desserts, continental breakfast items and more.
Please note that Fooda is the preferred vendor for campus catering at CLC and catering orders
cannot be placed directly with restaurants that are available within Fooda’s consortium of
restaurants. However, if it is justifiable for event catering without using Fooda and using an
external caterer or food delivery/dropoff service, a Catering Request & Notification Form is still
required.
If your catered event includes catering staff servicing your event on campus, e.g., passing hors
d’oeuvres, bartending beer/wine, two additional forms are required:
● Catering Rider
● Certificate of Insurance
A Rider and COI are not needed for food deliveries/dropoffs.
Certificate of Insurance
Any vendor or supplier coming onto the Conviser Law Center premises to perform work or
services must have a certificate of liability insurance on file with Administration & Finance, and
in some circumstances, also on file with Procurement Services at the Mies Campus. This
includes but is not limited to caterers, contractors, bartenders, service workers, photographers,
videographers, etc.
If you plan to have a vendor on campus, please provide them with the COI Instructions.
Change Orders
A change order must be submitted in Buy It to any open purchase order whenever the final
invoice received for payment is in excess of the (remaining) encumbrance. This excludes freight
or shipping charges. Once the change order is processed by Procurement Services, you will
receive a new Purchase Order PE#.
If a final invoice is less than the (remaining) encumbrance, submit the invoice to Accounts
Payable (refer to Invoices section) and request to “Close the PO” after the invoice is paid.
Closing purchase orders is very important because it releases encumbered funds back into your
department budget. Otherwise, you may risk your budget being flagged as NSF for future
expenditures.
College Service Center (CSC)
Room 260 on the 2nd floor
collserv@kentlaw.iit.edu
(312) 906-5095 or extension 65095
(312) 906-5280 Fax
9:00AM - 4:30PM, Monday through Friday
The CSC provides services on USPS mail, UPS/FedEx shipping, courier service, photocopy print
jobs, poster making (full color and black & white), general office supplies, and faxing, etc.
These services are available during business hours.
There is also a Self-Service Area open during off hours accessible by ID card tap on the door
reader during closed hours with a copy machine for staff and faculty use.
Computer Supplies
To procure computer supplies, equipment and software, please contact the ITS HelpDesk via
email at helpdesk@kentlaw.iit.edu to open a support ticket. Personal purchases of computer
supplies, equipment and/or software and submitted for reimbursement will not be approved.
Consultants
A consultant is a person or company who provides professional services to the law school for
payment. To use a consultant, the following are required:
● An executed Illinois Tech Agreement for Consulting Services
● A Purchase Order
Contracts
All contracts for the Law School must be sent to Ariana Monroe as an editable MS Word
document for cursory review, approval processes with the General Counsel’s Office and
signature by Assistant Dean Dawn Rupcich (primary signatory) or Dean Anita Krug for major
contracts. Students, staff and faculty are not allowed to sign contracts.
Please allow approximately one to two weeks for contracts from existing vendors to be signed
and returned, or two to four weeks for contacts from new vendors.
Contracts, for example, are used for:
● Events at off-campus venues (hotels, restaurants, museums, etc.)
● Consultants
● Capital equipment/furniture
● Shuttle Services
● Catering
● Bartending
● Software maintenance agreements
● Print Projects
● Branded Merchandise
● Facility Rentals
No commitment can be made to a vendor until a contract has been approved by Administration
and Finance and General Counsel.
The final executed contract must be attached to the purchase order in Buy It.
Defibrillator
The Conviser Law Center has an installed Automated External Defibrillator (AED) for cardiac
emergencies. The AED is located at the front lobby desk where it is readily accessible to
emergency responders. The CLC engineering and public safety staff are also trained for
operating an AED and CPR (Cardio-Pulmonary Resuscitation).
What is Sudden Cardiac Arrest (SCA)?
Sudden cardiac arrest can happen anywhere, to anyone, at any time, without warning, without symptoms,
and regardless of age or health. SCA is most often caused by an electrical malfunction that makes the
heart quiver ineffectively. Defibrillation, an electrical shock across the heart, is the only effective
treatment for this malfunction. It stops the ineffective quivering and allows a coordinated heart rhythm to
resume. Surviving SCA is largely dependent on how quickly the patient is defibrillated.
What to do if SCA occurs
Every minute counts when sudden cardiac arrest strikes. If you believe a person is experiencing
SCA, please call 911. Then, contact Public Safety at extension 65030.
The AED is specifically designed to be used by virtually anyone. It actually walks the
user/responder through the process with verbal instructions and other commands during the
entire process. The unit has a safety feature that analyzes the patient before allowing an electric
shock to be administered. In an emergency situation and in the absence of a trained user, an
AED user who acts in good faith and without compensation is protected from civil liability under
Illinois’ Automated External Defibrillator Act, except for willful and wanton misconduct.
Typical Indications of SCA
● An abnormal or racing heart beat
● Feeling faint or dizzy due to loss of blood flow
● Abnormal breathing
● Loss of blood pressure and pulse
● Loss of consciousness
● Unresponsiveness
E-Fax Service
Chicago-Kent participates with the University’s email based fax service, provided by a
third-party vendor. There are no operating, physical fax machines on campus.
For those departments with their own unique fax number, refer to the Concord user’s guide for
instructions on how to send/receive faxes via email.
For all other departments, the College Service Center will handle sending or receiving faxes on
behalf of a CLC staff or faculty.
For personal faxes, there is an administrative charge of $1.00 per page.
Emergency Building Evacuation
Each floor has at least one volunteer floor marshal who will assist with evacuating your floor and
the building, in case of an emergency. Get to know your floor marshals!
Floor
Marshal(s)
Concourse
Public Safety Officer
1st - Inside
1st - Outside sidewalk
Ariana Monroe
Aaron Ruffin
David Townsend
2nd
Sue Jadin
Nicole Vilches
3rd
Erin Crist
Tristan Kirvin
4th
Justine Grant
Chris Perry
5th
Rudi Buford
Paul Holly
6th
Keli Change
Tracy Kish
Michael Oakes
7th
Roberta McLaurin
8th
Rosa Mustari
9th
Emily Barney
Eric Neagle
Jean Wenger
10th
Engineering Staff
The following information is an excerpt from the CLC Emergency Evacuation Plan.
Department Responsibilities:
1. The department head will designate two (2) staff members to account for the location of
all of their staff during/after an evacuation to ensure that all members are out of the
building.
2. The department head will designate a meeting place outside of the building for all their
staff members to ensure all members are out of the building.
3. The department head or designee will make sure the suite is clear of all persons, all office
doors are shut and locked and the suite door is shut.
Evacuation Procedure:
In an emergency evacuation of the building, all people should immediately exit the premises in
the following manner:
1. Never Assume It Is A False Alarm!
2. Leave your office, classroom or area closing and locking office doors and/or suite doors.
3. Proceed to the nearest Stairwell - Do Not Use The Elevators. Floors 7, 8 and 9, go
through the gates in the stairwell. Do Not Stop.
4. Quickly and calmly descend to the first floor and exit the building through the closest exit
point.
5. Continue Away From The Building. Do not stop/stand on the sidewalks in
front/back/side of the building. Failure to move away from the building can result in
preventing others from exiting the building and prevents fire/police/medical personnel
from entering the building. It will also place you in risk of harm if you do not move
away from the building. Do Not Cross The Street Into Traffic. Go To The Corners(s) To
Cross safely.
6. Do Not return to the building until instructed to do so by the Evacuation Coordinator(s)
or Emergency Personnel (fire-fighters/paramedics/police).
Evacuation Procedure for the Disabled:
1. If possible, immediately go to a house phone, located across from the water fountain on
each floor. CALL SECURITY AT 6-5030 OR 312-906-5030.
2. Tell the Security Officer your Name, the Floor you are on and the Stairwell you can be
found in; then proceed immediately to that stairwell. Remain in the Stairwell with the
stairwell door shut until someone helps you.
It is highly recommended that you use the SOUTHEAST STAIRWELL, if possible.
However, any stairwell will provide safety.
3. If you are unable to get to the house phone, there are other emergency telephones in
various locations within the three stairwells. The locations are as follows:
a. Southeast stairwell on the 10th, 5th and Concourse Floors;
b. Northwest stairwell on the 10th and 5th Floors; and
c. Southwest stairwell on the Concourse.
Employees - On and Off Boarding
The Office of Administration and Finance is a centralized passthrough at Chicago-Kent to help
facilitate the process to on- and off-board employees for the Mies Campus departments, i.e.,
Human Resources and Payroll. In addition, both processes include several campus departments
at the law school.
On-Boarding
In process
Off-Boarding
In process
Engineering & Building Maintenance
There is at least one engineer on duty during building hours, including weekends.
Please do not place requests via phone, unless it is an emergency, e.g., safety concern, water
overflow, electrical danger. Otherwise, send your request via email to
buildingmaintenance@kentlaw.iit.edu for assistance with:
● Heating/cooling problems
● Light bulb replacement
● Problems in washrooms
● Problems with elevators
● Door/Lock hardware problems
● Broken furniture
● Moving furniture in/out the building
● Hanging pictures, plaques, etc.
● Plants in common areas, e.g., hallways, lobby
Building Maintenance is also responsible for the Receiving Dock. You should notify
engineering via email when you have a large delivery coming in, including catered events.
If you are experiencing equipment problems with your PC/laptop, printer or the network, refer to
the ITS section and send an email to HelpDesk@kentlaw.iit.edu.
If you are experiencing problems with copier equipment, refer to the College Service Center
section and send an email to collserv@kentlaw.iit.edu.
Entering the Conviser Law Center
Students, staff and faculty (including those from Mies) must tap their University Photo ID card
each time they enter the building at either of the card readers in the front lobby, near the Public
Safety desk.
If you do not have your University ID, the officer on duty will request another government
issued photo ID, for example a state driver’s license, then verify that you are a member of the
community and will sign you in.
All visitors - including alumni - must provide the officer on duty with a government issued photo
ID card and be signed in.
For large campus events, i.e., more than 10 visitors, please contact Event Planning for
information on security procedures for your event.
Event Planning
The Event Planning and Continuing Legal Education team handles booking reservations for CLC
spaces. If you are planning a large event on campus, an event with VIPs expected, an event for
CLE credit or any other event type that requires more than standard support and
accommodations, please visit the Event Planning webpage for information.
Otherwise, for general room bookings, refer to the Room Reservations section.
Expense Account Codes
Banner Finance expense account Commodity Codes, 7xxx, can be searched for in Buy It, Banner
Self-Service or found on the Controller’s website. Most commonly used expense codes are:
Commodity
Description
Code
COMPSUP
Computer Supplies
7152
OFFSUP
Office Supplies
7151
POSTAGE
Postage
7171
DUES
Memberships
7361
HONORAR
Honorarium
7365
CATER
Catering
7331
EVESPACE
Event Rental Space
7334
HOTEL
Domestic Travel
7401
MEALS
Domestic Travel
7401
CONSULT
Consultant
7506
OTHSVCS
Other Professional Services
7511
ENTERTAIN
Business Entertainment
7409
Federal W-9 Form
Contact Ramona Lewis if you need a signed copy of the law school’s current Federal W-9 Form.
Fiscal Year
The University’s fiscal year is June 1 through May 31.
Floor Plans
Conviser Law Center floor plans can be found here.
Human Resources
For general inquiries and support, the Human Resources liaison for Chicago-Kent is Melissa
Munoz-Rush.
Contact Viktoria Rill for questions regarding employee benefits, leave of absences, retirement
contributions, etc.
Information Technology Services (ITS)
Contact the ITS Help Desk at helpdesk@kentlaw.iit.edu to purchase any of the following
electronic equipment and accessories:
Computer
Laptop iPad/Tablet
Electronic Pen
Printer/Copier
Mouse/Mouse Pad
Keyboard
Software
USB Docking Station
Thumb Drives
Monitor
ITS has worked with vendors to negotiate special enterprise pricing and has a vendor list for
equipment standardization. If you are unsure of specifications or equipment standards or
have any questions, the ITS staff will assist you in finding the right equipment at the best
price. If you purchase an item listed above without following this procedure, you may not
be reimbursed for it.
Items explicitly excluded as permissible purchases include:
● Smartphones
● Hotspots
● Smartwatches
● Internet modems, routers, and wifi extenders
Invoices
Vendor invoices received for Standard and Blanket Purchase Orders should be sent via email to
are released by AP twice a week, on Tuesdays and Thursdays.
You are strongly encouraged to enroll your vendors in ACH to get payments electronically.
Refer to the New Supplier section on how to enroll vendors in ACH.
Keys and ID Cards
To request office door keys and photo ID cards for new employees, please refer to the Employee
On Boarding section.
Lost or stolen keys and/or ID cards must be reported immediately to Dawn Rupcich at
drupcich@kentlaw.iit.edu and copy Ariana Monroe. There is a $5 refundable fee to replace each
office door key and $25 refundable fee to replace a photo ID card. Cash payments are not
permitted; online payments can be made in the College Service Center.
If you have a broken or malfunctioning key, please contact Dawn Rupcich for a replacement at
no charge. If you have a broken or malfunctioning ID card, contact Sue Jadin via email at
sjadin@kentlaw.iit.edu for a replacement at no charge.
Lactation Room
There is a mother’s lactation room located on the eighth floor of the Conviser Law Center,
internal to the law library. For access, please see the librarian at the circulation desk from the
ninth floor main entrance.
Logos
Chicago-Kent logos are available to download from the Marketing & Communications website.
Lost & Found
For lost and found inquiries, please contact Public Safety/Security via email at
security@kentlaw.iit.edu or by phone at 312-906-5030 or extension 6-5030.
Mail & Shipping
Please see the College Service Center section.
Naloxone (Narcan) Inhaler
The application to dispense a Narcan naloxone inhaler may be performed by CLC Public Safety
Officers for instances where they may encounter individuals experiencing opioid overdose
effects.
A Narcan naloxone kit is secured inside the AED case, next to the CLC lobby security desk.
New Suppliers/Vendors
If you are working with a vendor or supplier for the first time, you must complete a New
Supplier Request Form in Buy It before you can open a Purchase Order. To your request, it is
best to attach the vendor’s W-9 Form and if applicable, a Certificate of Insurance.
Office Supplies
Contact the College Service Center at collserv@kentlaw.iit.edu or go to Suite 260 to purchase
specialty office supplies—that is, supplies that are not already in the CSC’s standard inventory.
The CSC will charge these supplies to your department budget FOP.
Payroll
The Payroll Office is located at the Mies Campus. Student and staff employees are paid on a
biweekly schedule, with an approved timesheet. Faculty are paid on a monthly schedule.
Photocopy Machines
Most Chicago-Kent departments have a photocopy machine in their office or suite. Faculty have
access to photocopy machines on the 7th and 8th floors. The College Service Center also has
copy machines for self-service use.
For large copy jobs, the CSC staff will produce them upon request; please provide at least five
(5) business days of advance notice.
Supplies (paper, staples, ink, etc.) for copy machines should be ordered through the CSC. The
College Service Center will also handle service calls for repairs to copy machines.
Posters, Flyers and Advertisements
Commercial advertising is NOT permitted inside the Conviser Law Center. Any commercial
advertising found will be immediately removed and disposed of.
Paper Flyers
Flyers or other notices from Chicago-Kent departments or programs and from the Student Bar
Association can be placed in the following areas:
● Door clips outside classrooms, offices and suite doors
● Display rack in fifth floor elevator bank
● Spak bulletin boards on the third floor
● Display table in third floor elevator bank
● Concourse elevator bank bulletin boards
● Display rack in Concourse, under the stairs
Areas where flyers or notices are NOT permitted includes:
● Taped to first floor lobby glass windows
● Taped to any glass surface or glass cases inside the building
● Taped to front lobby security desk or left on top of the desk
● Taped to any walls, elevators, lockers, washroom doors or mirrors, or whiteboards
Digital Flyers
Flyers for Chicago-Kent departments or programs and for the SBA to advertise events or
information can be digitally displayed on the monitors in the front lobby. Please send your flyer
via email to Ariana Monroe as a PDF.
Posters
Posters for events or special announcements for Chicago-Kent departments or programs and for
the SBA can be displayed according to the following guidelines:
● Displayed one (1) hour before an event start time in the lobby or first floor
elevator bank for events in Morris Hall, Auditorium and/or Lobby
● Displayed one (1) hour before an event start time in the tenth floor elevator bank
for events in Morris Hall
● Displayed for one (1) week for other notices or announcements in the lobby
● Displayed outside the third floor Spak with special approval from Ariana Monroe
Send your poster via email to the College Service Center as a PDF and print specifications, e.g.,
full-sized, half-sized, color, black & white, etc.
Procurement Cards (PCard)
Procurement cards are Illinois Tech credit cards issued, subject to IIT’s Budget Office approval,
to a limited number of staff and faculty. PCards are managed by the Procurement Office at the
Mies Campus. The Pcard is a PNC Bank Visa credit card. Users are given a monthly limit to
charge for expenditures where a Purchase Order is not an option, Foremost Travel cannot be used
and/or for university spending emergencies. The PCard’s statement must be reconciled each
monthly billing cycle.
To receive a PCard, send your request via email to Dawn Rupcich. If approved, new staff and
faculty PCard holders are required to complete an online training course, pass an assessment test
and sign a Cardholder Agreement.
Professional Development
Illinois Tech Office of Human Resources encourages all employees to seek out and partake in
professional development. There is a wide variety of opportunities and materials to assist in
achieving employees’ goals. Visit the Professional Development webpage to learn more.
Public Parking Discounts
Information on proprietors offering the CLC community discounted daily or monthly parking
rates can be found on the Administration and Finance webpage.
Public Safety
There is at least one uniformed public safety officer on security duty when the building is open,
including weekends. The security desk can be reached at 312-906-5030, extension 65030 or by
email at security@kentlaw.iit.edu.
Purchase Orders
Purchase orders are opened in Buy It eMarketplace as a purchase requisition and encumbers
funds against a budget. POs must coincide with the fiscal year.
Blanket Orders
A Blanket Order is used when multiple invoices are expected to be paid within the fiscal year.
Examples include utilities, monthly subscription payments, installment payments, e.g., a deposit.
Retrofit Orders
A Retrofit Order is used when there is already an invoice for goods or services that have already
been received. Retrofit Orders are also used for payments that are not for goods or services.
Examples include registration fees, honoraria, reimbursements/refunds to external individuals.
Retrofit Orders should be avoided as much as possible.
Standard Orders
A Standard Order is used whenever an order is opened based upon an estimate or quote and a
single invoice is expected as payment against the order. Orders placed with Amazon Business,
print production vendors, catering requests, and computer supplies are examples of Standard
Orders.
Receiving Dock
The entrance to the receiving dock is on Quincy Street directly behind the building. For reasons
of safety and security, only authorized personnel are permitted on the receiving dock.
The dock’s operating hours are Monday - Friday, 8:00AM - 11:30AM and 1:00PM - 3:30PM.
All receipt of and shipment of goods must be handled from the dock. This includes caterers.
No shipments may come through the front lobby doors unless they are small packages easily
hand carried through the revolving doors. No hand carts are allowed through the front doors.
A building maintenance staff member is assigned to accept all shipments at the dock. After the
shipment is signed for, it will be brought to the College Service Center and the
staff/faculty/department that the shipment is for will be notified via email.
Reimbursement Expense Claims (Employees)
Staff and faculty can request reimbursement with an online Buy It Expense Claim. Before an
expense claim can be processed, the payee must complete a New User Registration Form for
access to Buy It.
Reimbursements/Refunds (Non-Employees)
See Retrofit Purchase Orders.
Revenue Account Codes
Banner Finance revenue account codes, 5xxx, can be found on the Controller’s website.
Removal Authorization
Students, staff or faculty are not permitted to remove large university owned or personally owned
equipment, furniture, pictures, etc. from the building without a Removal Authorization Form.
You may request the form from Ramona Lewis via email at rlewis7@kentlaw.iit.edu.
Complete the form and return it to Administration and Finance, Suite 265 for signature. Then,
present the signed form to the Public Safety Officer on duty as you are exiting the building with
the equipment. If you need to exit via the dock, Public Safety will contact an engineer to open
the dock doors for you.
Room Reservations
To make a room reservation, submit the Internal Room Request Form. To reserve space(s) for an
event hosted at the Conviser Law Center, see the Event Planning section.
Restrooms
The Conviser Law Center has two gender-neutral restrooms on the Concourse level. There are
gender-specific restrooms on the first through tenth floors.
Salary Account Codes
Banner Finance salary account codes, 6xxx, can be found on the Controller’s website.
Scooters
Faculty and staff (students, too) are prohibited from bringing scooters of any type into Illinois
Tech premises, including the Conviser Law Center. They cannot be stored inside of lockers,
offices, closets or with security at the Public Safety Desk.
If a member of the faculty or staff brings a scooter into the building, Public Safety will not allow
entry and will ask that the scooter be secured outside the building.
Student Employment
For information on hiring student workers (community service, department assistants, research
assistants, teaching assistants), please refer to the Student Employment Handbook.
Tax Exemption
To receive a copy of the University’s Illinois sales tax exemption and not-for-profit status, please
contact Ramona Lewis.
Telephones and Voicemail
Telephones throughout the Conviser Law Center are networked and operate using Voice of
Internet Protocol (voip). There are also options available to use your Kent extension for making
and receiving calls remotely using the PC Desktop and/or Mobile applications. The Mobile app
is available for Android and iPhone devices. For more information on the remote apps, contact
Ariana Monroe.
Voicemail messages are delivered via email with an attached .wav file that can be downloaded
for playback using Windows Media Player. Emails with your voicemail messages will be sent
If you have any issues with your telephone operations or need a password reset, please open a
support ticket with the ITS Help Desk.
Travel Policy
Foremost Travel Agency is the University’s required supplier for approved law school business
travel. Whenever possible, travel should be booked using the Foremost Concur Online Booking
Tool. Through this online service, faculty and staff can make their own travel arrangements
that are paid for directly from a law school budget, e.g., a faculty fund, a program fund, a
department’s operating budget, etc. and $0 processing fees are charged. Concur can be used for
flights, railway, hotels and rental cars.
To gain access to Concur, new users are required to complete an online training and assessment.
Click here for instructions or go directly to the training site. After the assessment is completed,
new users will be prompted to set up an account and profile from a Concur Registration link.
Your registration must include:
1. A User Name as it appears legally on your travel documents, e.g., Passport,
Driver’s License; and
2. Set your travel approval manager as Dawn Rupcich.
Booking travel without access to Concur and contacting Foremost Travel for assistance by an
Agent may result in a longer processing time, fluctuations in pricing and availability, as well as a
$30.00 processing fee.
Concur and Foremost Travel cannot book an Airbnb.
If traveling internationally, outside of the United States, a Travel Request Form must be
submitted to Administration and Finance at least 14 days before your departure date. The form
will be approved with a signature and returned for your records. You must upload the signed
copy as an attachment to any expense claim submitted in Buy It related to international travel for
expenditure reimbursements. A Travel Request Form is not required for domestic travel.
UStores by Touchnet
For departments, programs or events - excluding Continuing Legal Education programming -
that need to collect payments, registration fees, etc. a UStore can be created. A UStore is an
online storefront where payments can be made with any major credit card, provided by the
University’s vendor, Touchnet.
Please note that UStores are not used for donations or gifts.
If you need a UStore created or an existing UStore revised, submit the UStore Intake Form.
