Administrative Services
Please contact [email protected] to report any problem or concern with departmental offices, facilities, or central equipment that may need attention. Our team will triage and refer all reported problems to the appropriate units.
Faculty, staff, and students should contact [email protected] for general administrative support for things such as:
- Event and catering assistance
- SOM keys to offices and labs
- ID card swipe access to BME areas
- Parking passes for visitors
- BME seminar series
- Outgoing packages related to University Business – senders must pack item, deliver it to administrative suite, and provide cost center or internal order number. The package will be sent by FedEx.
Please contact [email protected] for:
- Department director’s schedule
- Primary faculty meetings: schedule, calendar invites, and agendas
- Documents requiring the director’s review and signature
Please contact [email protected] for:
- Assistance with news articles and promoting research
- General marketing support
- Website edits
- Social media posts
Faculty, staff, and students can check availability of and reserve BME-managed conference and meeting rooms using the 25Live dashboard.
All room reservation requests should be submitted directly via 25Live. Instructions on searching for rooms using Starred Locations and submitting a room request in 25Live can be found using these links (you must be logged in to your JHED account) or the 25Live help feature within the platform.
If you have any questions or need help getting started with 25Live, please send an email to [email protected]. Additional information on BME-managed spaces can be found below:
Clark 110 – Rome Room
- Seminar style – seats up to 60
- Classroom style – seats 32-35
- Five small round tables – seats 6-7
- 12 rectangle four-foot tables
- Zoom capabilities with two HD displays
- J card access
Clark 210
- One stationary conference table – seats up to 15
- Zoom capabilities with two HD displays
- Unlocked
Traylor 616 – Sagawa Library
- One stationary conference table – seats 12
- Zoom capabilities with two HD displays
- Entry-code access (code provided when the room is scheduled)
Traylor 709 – Talbot Library
- U-shape set-up – seats 18-20 people at six tables
- Classroom style with tables – seats 35 people (five rows, seven chairs each)
- Seminar style without tables – seats 50-55 people (seven rows, 7-8 chairs each)
- Zoom capabilities with two HD displays
-
Entry-code access (code provided when the room is scheduled)
Wyman 403W
- Seats 16-18
- Eight small rectangle tables
- Unlocked
- AV cart with HD display and Polycom conferencing equipment
- W400 suite closes at 4:00 pm
Wyman 420W
- Seats 12
- Four small rectangle tables
- Unlocked
- AV cart with HD display and Polycom conferencing equipment
- W400 Suite closes at 4:00 pm
- Classes and reoccurring meetings not available
Please contact [email protected] for assistance with faculty affairs such as:
- BME faculty appointments: primary tenure-line, teaching faculty, research faculty, research associates (SOM), research scientists and engineers (WSE), adjunct faculty, secondary appointments, and joint appointments
- BME faculty evaluation support materials collection
- BME faculty promotions
- BME faculty search coordination
The BME staff calendar can be viewed here with JHED ID login.
Financial Services
- Visit Research Administration Offices at JHU for information on:
- Pre-award team is led by Deon Grant (Grants and Contracts Manager), and consists of Heather Lockard-Wheeler (Sr. Grants and Contracts Analyst), Jeda McGlothan (Sr. Grants and Contracts Analyst), and Jamie Kendall (Grants and Contracts Analyst). Their functions include:
- Proposal submission
- Award transfers
- Just-in-time requests
- Post-award team is led by Christina Knieriem (Financial Manager) and consists of April Rebar (Financial Analyst), Aysha Kanwal (Financial Analyst), Lisa Germick (Sr. Financial Analyst), Lois Swanik (Sr. Financial Analyst), Nicole Favaro (Sr. Financial Analyst), and Tiffany Debro (Sr. Financial Analyst). Their functions include:
- Quarterly financial portfolio reviews and account balances
- Budget and expense reconciliations
- Closeouts
All JHU reimbursement requests must also comply with the University Travel Guide Policies & Procedures or other applicable policies.
BME reimbursements follow the 90-day rule:
- Rule of thumb is 30-30-30 for reimbursements. Individual submits expenses within 30 days from transaction date, internal review and corrections process may occur during the subsequent 30 days, and JHU accounts payable may then ensure payment to individual via check or direct deposit within the next 30 days.
- After 90 days have passed, the request will be paid to the traveler as a payroll supplement instead of a reimbursement, and will be subject to taxes.
- Keep and retain all itemized receipts and proof of payment.
- Keep track of participants when hosting business meals or events.
- Alcohol is not reimbursable on grants.
- Travelers must adhere to Fly America Act when traveling on grants.
- Travelers should receive approval from their PI prior to incurring an expense.
- Expenses are submitted via SAP Concur.
- For instructions visit: Getting Started in Concur Expense
- Download the app: Open the app and click SSO Company Code Sign In. Click Next. Enter the Company Code: 7T7HK. Click Sign In with SSO. Login with your JHED ID and password.
Travel direct bill payments
- Requests may be sent to [email protected]
- Contact your supervisor/mentor/advisor to obtain written authorization to travel and a project account number (IO or CC). Route authorization to the department.
- Provide a succinct business travel along with conference/workshop/meeting link or invitation letter in the event of speaking engagements.
- The team will connect you with the travel agent.
Policies
- JHU Policies
- WSE Financial and Administrative Policies
- Tax Exempt Certificate for Maryland. JHU is a non-profit organization, and therefore, is exempt from paying sales tax. If purchases are made with personal funds, sales tax will not be reimbursed to you. The one exception to this is that restaurant meals are subject to sales tax and you will be reimbursed for food and drink. Presenting the Tax Exempt certificate at the time of purchase will eliminate sales tax from your bill, in most cases.
For assistance with hiring undergraduate or master’s students, please contact Kristen Heisey.
For assistance with hiring staff, postdocs, trainees, and visiting scientists, please contact [email protected]
Please send all HR related requests including HR/Payroll policies and procedures, hiring, overtime, supplements, overpayments, etc. to [email protected]
Employee Self-Service: ESS is a convenient, secure, online resource that allows you to view personal and payroll data and make updates to key personal information – without complicated forms or additional assistance. These include:
- Update your permanent address
- Update your emergency contact information
- View your personal data and work addresses
- Update your direct deposit information
- Make changes to your tax withholding information
- View your pay statements
You can access ESS through https://my.johnshopkins.edu/ using your JHED ID and password. The ESS icon is located under the “HR” group.
For Income Tax Information: Income taxes are usually withheld if you are receiving pay. Tax laws and rules vary depending on your citizenship. For information on taxes please visit Tax Office website.
For Benefits: Visit the Benefits & Worklife website.
Additional Human Resources information may be found at the JHU HR website.
For assistance with supply orders, vendor payments, shopping carts/purchase orders, please contact [email protected] and provide:
- Budget account number and PI approval
- Business purpose for the order
- Company name
- Item number(s), or web link(s) to item(s)
- Quantity
- Cost
- Purchase of products and services greater than $3,000 will require three independent competitive bids/quotes or a Sole Source Justification in order for a purchase order to be submitted in SAP