Our objective is the purchase of quality products and services in a timely manner for a reasonable price and consistent with the institute policies. This includes:
- Ordering goods and services
- Identifying sources
- Soliciting and review quotes, bids and proposals
- Negotiating terms and conditions
- Issuing and expediting orders
- Resolving vendor issues
Sales Tax Exempt
Rose-Hulman Institute of Technology is a tax exempt institute. If you require a copy of the tax exemption certificate, please contact Jenny Morris, Purchasing Assistant at 812-877-8629.
Certificate of Insurance Requirements:
It is required that you have a current certificate of insurance and a completed service agreement on file with us before you may provide any services to our institute. Please have your insurance agent or carrier submit a certificate of insurance as outlined in the requirements listed below. An original certificate must be provided prior to arrival on campus.
Vendors will not be permitted to perform work on campus until the certificate of insurance and the service agreement are received and determined to be adequate.
- Vendor must furnish evidence of insurance within fourteen (14) days prior to providing a service.
- Certificate must be submitted on an ACORD form or an ACORD comparable form.
- Vendor’s Certificate of Insurance – General Liability Policy will list Rose-Hulman as a certificate holder and as an additional insured
- In the remarks area of the certificate, please list the services that your firm is providing and the location of the service performed (i.e. RHIT Campus, New Residence Hall).
- Coverage requirements: General Liability -minimum coverage of 1 million, worker’s compensation coverage, auto coverage and any additional excess liability policies in place or required for the specific job.
Rose-Hulman does not represent that the insurance coverage specified herein, whether in scope of coverage or amounts of coverage, are adequate to protect the obligation of the vendor. The vendor shall be solely responsible for any deficiencies hereof. Nothing shall be deemed to limit vendor’s liability under RHIT standard requirements.
If you have any questions, please do not hesitate to contact Susan Butts, Risk Manager, at 812-877-8457.
Invoicing Guide for Vendors/Suppliers
Important things to remember:
- Generating an invoice is the sole responsibility of the vendor/supplier.
- Invoices must contain complete information. Vendors/suppliers must provide the detail on their invoice for Facilities Operations Budget and Purchasing to effectively process the invoice for payment.
- Invoices must include vendor/supplier contact information (i.e. address and telephone number).
- Facilities Operations Invoices must include a purchase order number. When the order is placed by Purchasing and the vendor/supplier is given a purchase order (PO) number, it is important that the PO number be included on each invoice and any related document.
- Failure to comply may result in the delay of payment.
Unacceptable Documents
Facilities Operations Budget and Purchasing is unable to accept the following documents as “invoices:”
- Email conversations
- Notes, meeting minutes, written conversations
- Renderings, drawings, and technical specifications
- Sales orders
- Statements of account
- Third party invoices
- Work orders
Submitting Invoices for Payment
You should submit an invoice for payment to the address indicated on the purchase order or as instructed by Facilities Operations Purchasing. Sending your invoice to the correct location ensures prompt payment. All invoices for purchases made by Facilities Operations Purchasing should be mailed to:
Rose-Hulman Institute of Technology
Facilities Operations
Attn: Julie Lunsford
5500 Wabash Ave.
Terre Haute, IN 47803
All purchased goods should be mailed to:
Rose-Hulman Institute of Technology
Attn: Susan Reynolds
5500 Wabash Ave.
Terre Haute, IN 47803
Payment Inquiries
Once you submit your invoice for payment, Facilities Operations Budget & Purchasing will route and secure approval from the proper authorities within the Institute. If you have not received timely payment and wish to inquire about the status of your invoice, you may contact:
Email: Lunsford@rose-hulman.edu
Phone: 812-877-8114
Fax: 812-877-8182
Policy on Unsolicited Visits
Vendor and contractors are requested to have an appointment with facilities operations staff. Please call 812-877-8425 to schedule an appointment
Questions or Concerns please contact accountspayable@rose-hulman.edu.