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  • 8.11 Relocation Assistance & 8.11.1 One-Time Moving Payment to the Employee - Open Comment Period: March 5 to March 20, 2024

    Mar 5, 2024 8:00 am364 views

    The polices related to moving expenses for new faculty and staff are being updated to eliminate a disconnect between the policies and definitions to confirm that only faculty and staff, but not graduate students, are eligible for moving expenses under these policies. The definition section has also been updated to reflect this correction.

    Files

    Contact

  • 8.1.1 Business Meals - Open Comment Period: November 17 - December 8, 2023

    Nov 17, 2023 8:00 am456 views

    The Office of the Vice President, Chief Financial Officer, and Comptroller announces an open comment period for Policy 8.1.1 Business Meals, Refreshments, and Alcohol from Friday, November 17 to Friday, December 8, 2023. This policy update attempts to provide more clarification on this process.

    Highlights Include:

    • Added definitions for Business Meals, Food Supplies, Alcohol, Catered Event, and University Function
    • Added list of Approved and Non-Approved events for expenditure/reimbursement
    • Clarifies that students can attend business meals, catered events, or university functions IF (1) there is an educational component to the event, and (2) a faculty or staff member is present.
    • Added language that UIS requires pre-approval prior to serving alcohol
    • Lists the allowable funds to utilize for alcohol purchases

    Files

    Contact

    • If you have questions about the updates to policy, please contact the CFO Business and Finance Policy Office at obfspolicies@uillinois.edu.

  • 16 Grants and Research Contracts - Open Comment Period: November 01 - November 14, 2023

    Nov 1, 2023 9:00 am59 views

    The Office of the Vice President, Chief Financial Officer, and Comptroller announces an open comment period for updates to the section 16 Grants and Research Contracts from November 1 to November 14, 2023.

    Highlights Include:

    • Name of section 16 changed from Grants and Research Contracts to Sponsored Programs
    • New policy format, including uniquely numbering the policies and related content (e.g., FAQs, Additional Resources)
    • Updated names to provide consistent references (e.g., unit business office, university)

    Files

    Contact

    • If you have questions about the updates to policy, please contact the CFO Business and Finance Policy Office at obfspolicies@uillinois.edu.

  • 8.6.14 Electronic Program Codes as an Alternative Payment Method - Open Comment Period: October 16 - October 27, 2023

    Sep 15, 2023 9:00 am45 views

    The Office of the Vice President, Chief Financial Officer, and Comptroller announces an open comment period for 8.6.14 Electronic Codes as an Alternative Payment Method. 8.6.14 provides that eCodes are allowed as an alternative payment method. All applicable requirements and restrictions under 8.6.4 Request Payment for Cash Gifts, Prizes, and Awards and 8.6.10 Request Incentive Payment for Activity Participation apply.

    The use of eCodes is limited.

    • A recipient may not receive a single eCode or cumulative eCodes that equal or exceed $200 in a calendar year.
    • Foreign national nonresident aliens cannot be paid with eCodes. Payments to Foreign Nationals provides instructions on processing payments. 
    • University employees may not be paid by eCode for work-related duties (e.g., thank you gift, etc.).

    Files

    Contact

    • If you have questions about the updates to policy, please contact the CFO Business and Finance Policy Office at obfspolicies@uillinois.edu.

  • 15.1.5 Open Comment Period: September 14 - September 28, 2023

    Sep 14, 2023 9:00 am255 views

    The Office of the Vice President, Chief Financial Officer, and Comptroller announces an open comment period for a new policy titled: 15.1.5 International Travel Insurance from September 14 to September 28, 2023. This policy requires University of Illinois System employees traveling internationally on system business to enroll in international travel insurance.

    The system pays the insurance premium for system business travel for employees, but enrollment is required in order to properly document travel and coverage and ensure reimbursement of travel expenses.

    Highlights include:

    Files

    Contact

    • If you have questions about the updates to policy, please contact the CFO Business and Finance Policy Office at obfspolicies@uillinois.edu.

  • 9.1.2 Open Comment Period: August 29 - September 12, 2023

    Aug 29, 2023 12:00 am126 views

    The Office of the Vice President, Chief Financial Officer, and Comptroller announces an open comment period for Policy 9.1.2 Segregation of Duties in Enterprise-wide Applications for Procurement and Tracking of Equipment from August 29 to September 12, 2023. This policy mitigates the risks of non-segregation of duties by prohibiting certain role combinations for enterprise-wide systems. Access to enterprise-wide applications by an employee with a prohibited role combination is only allowed after obtaining advance approval for an exception request.

    Highlights include:

    • Identification of the role combinations prohibited from access to enterprise-applications.
    • An exception request is required, including a risk mitigation plan and internal review procedures before an employee with a prohibited role combination may access enterprise-applications.
    • Outlining the exception request submission process, which must be re-requested every two years.

    NOTE: The Exception Request Form is not yet ready; the link will be provided when the policy goes live.

    Files

    Contact

    • If you have questions about the updates to policy, please contact the CFO Business and Finance Policy Office at obfspolicies@uillinois.edu.

  • 7.6 Open Comment Period: August 18 - August 24, 2023

    Aug 18, 2023 12:00 am397 views

    The Office of the Vice President, Chief Financial Officer, and Comptroller announces an open comment period for Policy 7.6 The University Purchasing Card (P-Card) from August 18 to August 24, 2023. This policy removes the prohibition on having credit cards on file, increases the single transaction limit from $5,000 to $7,500, the credit limit has increased from $25,000 to $35,000, and certain items from have been renamed or moved from Prohibited Purchases to Restricted Purchases.

    Highlights include:

    • Departments can now purchase minimal fuel for work equipment (e.g., boats, tractors, etc.) using a p-card.
    • Utilities are now exempt from the House Accounts prohibition.
    • Lab Animals has been renamed Live Animals
    • Drugs and Pharmaceuticals has been renamed Prescription Drugs and Pharmaceuticals
    • Cellphone monthly service, labor and/or installation services, tuition fees for employees and students, and uniforms have been moved from Prohibited to Restricted Purchases.

    Files

    Contact

    • If you have questions about the updates to policy, please contact the CFO Business and Finance Policy Office at obfspolicies@uillinois.edu.

  • 7.5 Open Comment Period: August 15 - August 21, 2023

    Aug 15, 2023 12:00 am79 views

    The Office of the Vice President, Chief Financial Officer, and Comptroller announces an open comment period for Policy 7.5 Emergency Purchases from August 15 to August 21, 2023. This policy has added language defining when an emergency contract is deemed awarded and removed the requirement to have the contract in place before services are rendered in emergency situations.

    Highlights include:

    • Emergency contracts will be deemed awarded on the earliest date that:
      • A university communicates to a vendor when to start work
      • Contract is published on the Illinois Procurement Bulletin identifying the selected vendor
      • The contract is signed by both parties
    • Requirement to have a contract in place before emergency supplies or services are provided is waived in emergency cases where it becomes important for a transaction to be completed within a certain time.

    Files

    Contact

    • If you have questions about the updates to policy, please contact the CFO Business and Finance Policy Office at obfspolicies@uillinois.edu.

  • 6.1.1 Open Comment Period: August 15 - August 21, 2023

    Aug 15, 2023 12:00 am77 views

    The Office of the Vice President, Chief Financial Officer, and Comptroller announces an open comment period for Policy 6.1.1 Determine Minimum Insurance Requirements for Vendors from August 15 to August 21, 2023. This policy has updated risk tiers for contracts regarding: sharing and transfer of personal or sensitive data with outside entities, hazardous materials, and vehicle charters.

    Highlights include:

    • Contracts governing the sharing or transfer of personal / sensitive data (e.g., EU GDPR, HIPAA, FERPA, etc.) has moved from Medium to High Risk.
    • Contracts involving hazardous materials for various services (e.g., abatement, hauling, use, etc.) has moved from Medium to High Risk.
    • Contracts regarding Vehicle Charters has moved from Medium to High Risk.
    • The Tier 1 and Tier 2 insurance requirement documents have been updated.

    Files

    Contact

    • If you have questions about the updates to policy, please contact the CFO Business and Finance Policy Office at obfspolicies@uillinois.edu.

  • Open Comment Period: May 22 - June 5, 2023

    May 22, 2023 12:00 am837 views

    The Office of the Vice President, Chief Financial Officer and Comptroller announces an open comment period (beginning 05/22/23 and closing 06/05/23) for Headquarters and Travel Status. This policy has been updated to clarify when an employee is on travel status and define terms relating to the application of the policy.

    Highlights include:

    • Details concerning when an employee is on travel status.
    • When employee travel status begins and ends.
    • Fully remote employee reimbursement eligibility for occasional trips to campus.
    • Definitions of applicable terms.
    • Updated resources.

    Contact

    • If you have questions about the updates to policy, please contact the CFO Business and Finance Policy Office at (312) 585-9071 or obfspolicies@uillinois.edu.

  • Open Comment Period: November 28 - December 9, 2022

    Nov 28, 2022 12:00 am126 views

    The Office of the Vice President, Chief Financial Officer and Comptroller announces an open comment period (beginning 11/28/22 and closing 12/09/22) for policy updates concerning a unit incurring expenses to lease, or provide a house stipend for, a residence or apartment used by employees in support of the Mission & Vision of the system.

    Highlights include:

    • Requirement to create a business case document explaining how the lease supports the Mission & Vision of the system and addressing how the lease of space benefits the unit in relation to its cost.
    • Procedure for a short term residence expense reimbursement (one year or less).
    • Procedure for a long term residence stipend (more than one year).

    Contact

  • Open Comment Period: November 1 - November 12, 2022

    Nov 1, 2022 4:00 pm87 views

    The Office of the Vice President, Chief Financial Officer and Comptroller announces an open comment period (beginning 10/31/2022 and closing 11/11/2022) for policies contained within Section 15.4 University Motor Vehicles including 15.4.1 through 15.4.5. 

    Highlights include:

    • Unifies terminology for consistency across policies
    • Explains when specified driver authorization approvals are needed
    • Updates processes and contact information for renting University Motor Pool vehicles
    • Clarifies the responsibilities of units concerning unit (non-Motor Pool) vehicles

    Contact

    For questions contact the Policy Office at (312) 585-9071 or obfspolicies@uillinois.edu.

  • Open Comment Period: June 8 - June 21, 2022

    Jun 6, 2022 3:00 pm202 views

    The Office of the Vice President, Chief Financial Officer and Comptroller announces an open comment period (beginning June 8th and closing June 21st) for a new policy outlining the proper way to process and account for postdoctoral fellowship payments within Banner. 

    Highlights include:

    • Definition of postdoctoral fellows and postdoctoral fellowships.
    • Ensuring postdoctoral fellows are aware of the applicable implications of receiving a postdoctoral fellowship payment (payment).
    • Types of payments (i.e., stipends and non-stipend).
    • Ensuring a valid accounting string (i.e., C-FOAP) is used to process payments.
    • Using the correct process to initiate the payment, which varies by university.

    Contact

    For questions contact the Policy Office at (312) 585-9071 or obfspolicies@uillinois.edu.

  • Open Comment Period: May 11 - May 24, 2022

    May 9, 2022 9:15 am68 views

    Open Comment Period: New Policy Section (15.3 – Motor Vehicle Accidents)

    The Office of the Vice President, Chief Financial Officer and Comptroller announces an open comment period (beginning May 11th and closing May 24th) on the reporting to the Department of Central Management Services (CMS) of any motor vehicle accident involving employees acting within the scope or course of university business. 

    Highlights include:

    New policy combines the contents of three existing policies for better readability and application:

    Please review the proposed changes and provide feedback that will be considered before the new policy is published. 

    Contact: For questions contact the Policy Office at 312-585-9071 or obfspolicies@uillinois.edu.

  • Open Comment Period: May 5 - May 18, 2022

    May 5, 2022 9:30 am194 views

    Section 8.4.2 Electronic Codes for Human Subject Payments

    The Office of the Vice President, Chief Financial Officer and Comptroller announces an open comment period (beginning May 5th and closing May 18th) for 8.4.2 Electronic Codes for Human Subject Payments. 

    Highlights include:

    • Availability of eCodes as a cash equivalent to incentivize human subject participation in research projects.
    • The eCode creation process including designating individuals responsible for payments related to the study.
    • Information required to be provided in back-up documents.

    Please review the proposed changes and provide feedback that will be considered before the new policy is published. 

    Contact: For questions contact the Policy Office at 312/585-9071 or obfspolicies@uillinois.edu.

  • Open Comment Period: March 7 - March 18, 2022

    Feb 28, 2022 8:00 am105 views

    The Office of the Vice President, Chief Financial Officer and Comptroller announces an open comment period (beginning March 7th and closing March 18th) on the management and accounting for facility use agreements (FUAs) and technical testing agreements (TTAs). 

    Highlights include:

    Definitions of FUAs and TTAs. Step-by-step procedures concerning the management and accounting for FUAs and TTAs including, but not limited to:Factors to consider (such as customer base and overhead costs) when calculating rates. Clarification on the proper fund type to use when accounting for these activities. Guidance on how to ensure the use of a correct revenue-generating contract template.Steps to follow to ensure proper accounting of revenue and expenses, including those related to overhead assessments. Comprehensive list of resources relating to FUAs and TTAs.

    Please review the proposed changes and provide feedback that will be considered before the new policy is published. 

    Contact: For questions contact the Policy Office at 312/585-9071 or obfspolicies@uillinois.edu.

  • Open Comment Period: October 11 - October 22, 2021

    Oct 7, 2021 10:00 am110 views

    Section 19.4.1 Electronic Signatures

    Welcome to the CFO Business and Finance Policy Office Open Comment Blog!

    The Office of the Vice President, Chief Financial Officer and Comptroller announces an open comment period (beginning 10/11/21 and closing 10/22/21) to present updates concerning the responsibility for maintaining verification records of documents with electronic signatures.

    Please review the proposed changes and provide feedback.

    Contact: For questions contact OBFS Policies at or obfspolicies@uillinois.edu.

  • Open Comment Period: March 15th - March 26th, 2021

    Mar 12, 2021 10:00 am76 views

    Section 11.13

    Welcome to the CFO Business and Finance Policy Office Open Comment Blog!

    The Office of the Vice President, Chief Financial Officer and Comptroller announces an open comment period (beginning March 15th and closing March 26th) to present updates for how to properly account for qualified sponsorships within Banner. 

    Please review the proposed changes and provide feedback.

    Contact: For questions contact OBFS Policies at or obfspolicies@uillinois.edu.

  • Open Comment Period: November 19 - December 17, 2020

    Nov 19, 2020 8:30 am255 views

    Contracts

    Welcome to the CFO Business and Finance Policy Office Open Comment Blog!

    The Office of the Vice President, Chief Financial Officer and Comptroller announces an open comment period (beginning 11/19/20 and closing 12/17/20) to present updates and additions to policies and procedures relating to contracts and the contracting process.

    Please review the proposed changes and provide feedback.

    Contact: For questions contact OBFS Policies at or obfspolicies@uillinois.edu.

  • Open Comment Period: November 2 - November 13, 2020

    Nov 2, 2020 8:30 am86 views

    Welcome to the CFO Business and Finance Policy Office Open Comment Blog!

    The Office of the Vice President, Chief Financial Officer & Comptroller announces an open comment period, beginning November 2, 2020 and closing November 13, 2020 at 5 p.m. CT to present updates to existing gifts policies within Section 11 Gifts and Endowments of the Business and Financial Policies and Procedures Manual. The proposed policies are being presented as 11.8 Returning Funds to the University of Illinois Foundation (UIF) and replaces existing subsection Section 11.8 Return of Gift Funds to the University of Illinois Foundation.

    Please review the proposed changes and provide feedback.

    Contact: For questions contact OBFS Policies at (312) 585-9049 or obfspolicies@uillinois.edu.

  • Open Comment Period: July 27 - August 7, 2020

    Jul 27, 2020 8:30 am124 views

    Fiscal Environment

    Welcome to the CFO Business and Finance Policy Office Open Comment Blog!

    The Office of the Vice President, Chief Financial Officer & Comptroller announces an open comment period, beginning July 27th and closing August 7th at 5 p.m. CT to present improvements to Section 1 of the Business and Financial Policies and Procedures Manual. The proposed revisions and simiplificaitons are being presented as, "1 Fiscal Environment". These updates will replace the existing policies found in, "1 Introduction to Business and Financial Functions at the University of Illinois".

    Please review the proposed changes and provide feedback.

    Contact: For questions contact OBFS Policies at (312) 585-9049 or obfspolicies@uillinois.edu.

  • Open Comment Period: July 23 - August 6, 2020

    Jul 23, 2020 8:30 am71 views

    Employee Donations for Programs Under the Perceived Control of the Employee

    Welcome to the CFO Business and Finance Policy Office Open Comment Blog!

    The Office of the Vice President, Chief Financial Officer & Comptroller announces an open comment period, beginning July 23rd and closing August 6th at 5 p.m. CT to present updates to an existing gift policy within Section 11 Gifts and Endowments of the Business and Financial Policies and Procedures Manual. The proposed policies are being presented as 11.7 Employee Donations for Programs Under the Perceived Control of the Employee and replace existing subsection 11.7 Make a Donation in Support of Your Own Program.

    Please review the proposed changes and provide feedback.

    Contact: For questions contact OBFS Policies at (312) 585-9049 or obfspolicies@uillinois.edu.

  • Open Comment Period: May 28 - June 11, 2020

    May 28, 2020 8:30 am95 views

    Section 10 Cash Handling

    Welcome to the CFO Business and Finance Policy Office Open Comment Blog!

    The Office of the Vice President, Chief Financial Officer & Comptroller announces an open comment period, beginning May 28th and closing June 11th at 5 p.m. CT to present updates to Section 10 Cash Handling of the Business and Financial Policies and Procedures Manual.

    Please review the proposed changes and provide feedback.

    Contact: For questions contact OBFS Policies at (312) 585-9049 or obfspolicies@uillinois.edu.

  • Open Comment Period: May 21 - June 4, 2020

    May 20, 2020 8:30 am79 views

    Motor Vehicle Accidents

    Welcome to the CFO Business and Finance Policy Office Open Comment Blog!

    The Office of the Vice President, Chief Financial Officer & Comptroller announces an open comment period, beginning May 20th and closing June 3rd at 5 p.m. CT to present a new policy entry, Section 15.3 Motor Vehicle Accidents in the Business and Financial Policies and Procedures Manual. This new policy combines current policies, 15.3.1 Report an Accident Involving a University Vehicle, 15.3.2 Report an Accident Involving a Commercial Rental Vehicle, and 15.3.3 Report an Accident Involving a Personal Vehicle while on University Business.

    Please review the proposed changes and provide feedback.

    Contact: For questions contact OBFS Policies at (312) 585-9049 or obfspolicies@uillinois.edu.

  • Open Comment Period: May 4 - May 15, 2020

    May 4, 2020 8:30 am42 views

    Accounting for Fundraising and Development Expenses

    Welcome to the CFO Business and Finance Policy Office Open Comment Blog!

    The Office of the Vice President, Chief Financial Officer & Comptroller announces an open comment period, beginning May 4th and closing March 15th at 5 p.m. CT to present updates to an existing gift policy within Section 11 Gifts and Endowments of the Business and Financial Policies and Procedures Manual. The proposed policies are being presented as 11.6 Accounting for Fundraising and Development Expenses and replace existing subsection 11.6 Coding of Fundraising Costs.

    Please review the proposed changes and provide feedback.

    Contact: For questions contact OBFS Policies at (312) 585-9049 or obfspolicies@uillinois.edu.

  • Open Comment Period: March 18 - March 27, 2020

    Mar 18, 2020 8:30 am28 views

    Relinquishing Gifts to an External Institution

    Welcome to the CFO Business and Finance Policy Office Open Comment Blog!

    The Office of the Vice President, Chief Financial Officer & Comptroller announces an open comment period, beginning March 18th and closing March 27th at 5 p.m. CT, to present updates to existing gift relinquishment policies in Section 11 Gifts and Endowments of the Business and Financial Policies and Procedures Manual. The proposed policies are being presented as 11.4 Relinquishing Gifts to an External Institution and replace existing subsection 11.4 Transfer of Gifts to Another Institution.

    Please review the proposed changes and provide feedback.

    Contact: For questions contact OBFS Policies at (312) 585-9049 or obfspolicies@uillinois.edu.

  • Open Comment Period: March 11 - March 20, 2020

    Mar 11, 2020 8:30 am79 views

    Audits, Internal Control, and Business System Security

    Welcome to the CFO Business and Finance Policy Office Open Comment Blog!

    The Office of the Vice President, Chief Financial Officer & Comptroller announces an open comment period, beginning March 11th and closing March 20th at 5 p.m. CT, to present updates and additions to policies and procedures relating to audits, internal controls, unit head responsibilities for internal controls, segregation of duties, FCIAA, and business financial information security. The proposed policies are being presented as Section 9 - Audits, Internal Control, and Business System Security.

    Please review the proposed changes and provide feedback.

    Contact: For questions contact OBFS Policies at (312) 585-9049 or obfspolicies@uillinois.edu.

  • Open Comment Period: November 15 - December 4, 2019

    Nov 15, 2019 8:30 am465 views

    Business Meals, Refreshments, and Alcohol

    Welcome to the CFO Business and Finance Policy Office Open Comment Blog!

    The Office of the Vice President and Comptroller is hosting an open comment period, beginning November 15th and closing December 4th at 5 p.m. CT, to present updates to existing business meals, refreshments, and alcohol policies in Section 8 Payments and Reimbursements of the Business and Financial Policies and Procedures Manual. The proposed policies are being presented as 8.1.1 Business Meals, Refreshments, and Alcohol.

    Please review the proposed changes and provide feedback.

    Contact: For questions contact OBFS Policies at (312) 585-9049 or obfspolicies@uillinois.edu.

  • Open Comment Period: November 14 - December 5, 2019

    Nov 14, 2019 8:30 am65 views

    Section 13 Accounting

    Welcome to the CFO Business and Finance Policy Office Open Comment Blog!

    The Office of the Vice President and Comptroller is hosting an open comment period, beginning November 14th and closing December 5th at 5 p.m. CT, related to changes for Section 13 Accounting of the Business and Financial Policies and Procedures Manual.

    Please review the proposed changes and provide feedback.

    Contact: For questions contact OBFS Policies at (312) 585-9049 or obfspolicies@uillinois.edu.

  • Open Comment Period: July 29 - August 9, 2019

    Jul 29, 2019 8:30 am250 views

    Welcome to the Office of Business and Financial Services Open Comment Blog!

    The Office of Business and Financial Services is hosting an open comment period, beginning July 29 and closing August 9 at 5 p.m. CT. In this open comment period we present updates to the existing relocation assistance policies. The proposed updates are being presented as, 8.11 Relocation Payments. The open comment period allows stakeholders to provide input and ask questions about specific policies that affect University of Illinois System business and their work.

    Please review the policy and provide feedback.

  • Open Comment Period: May 14 - May 28, 2019

    May 14, 2019 8:30 am42 views

    Welcome to the Office of Business and Financial Services Open Comment Blog!

    The Office of Business and Financial Services is hosting an open comment period, beginning May 14 and closing May 28 at 5 p.m. CT. In this open comment period a new policy, 8.6.12 Participant Support Costs, and corresponding process information are presented.

    The National Science Foundation (NSF), the U.S. Department of Energy, the U.S. Department of Education, other federal agencies, and non-governmental organizations provide funding to support participation in Outreach programs in underserved areas and populations, promote STEM activities, bring together experts, students and faculty, and promote participation in workshops, conferences, meetings, training, symposia, etc. Multiple departments receive funding from these agencies and organizations. When departments pay participants in these supported activities, the payments are designated Participant Support Costs.

    The proposed new policy and procedure will detail how payments made to participants of outreach programs and other supporting activities by the University of Illinois System are treated. The additional guidance on the Participant Support Costs webpage contains IRS reporting information, and instructions for how to process transactions.

    The new policy will be found in Section 8 Payments and Reimbursements of Business and Financial Policies and Procedures Manual, the new process information will be found under the Payments to Non-Employees and Payments to Students webpages.

    Please review the policy and provide feedback.

  • Open Comment Period: May 1-15, 2019

    May 1, 2019 8:30 am115 views

    Equipment Reporting Threshold Policy Updates

    Welcome to the Office of Business and Financial Services Open Comment Blog!

    The Office of Business and Financial Services is hosting an open comment period, beginning May 1 and closing May 15 at 5 p.m. CT. In this open comment period updates to equipment reporting threshold policies are presented.

    The updates proposed are to existing threshold policies that reference equipment reporting threshold, 7.3, 12.1.2, 12.1.6, 12.1.7, 12.1.8, 12.3.7, 16 Sponsored Projects Cost Principles, and 16.1.4. These changes increase the equipment reporting threshold from $500 to $1000.

    Contact: For questions contact OBFS Policies at (312) 585-9049 or obfspolicies@uillinois.edu.

  • Open Comment Period: February 11 - February 18, 2019

    Feb 11, 2019 8:30 am59 views

    Cash Advances - Section 8 and 15

    Welcome to the Office of Business and Financial Services Open Comment Blog!

    The Office of Business and Financial Services is hosting an open comment period, beginning Feb. 11 and closing Feb. 18 at 5 p.m. CT. In this open comment period updates to Cash Advance policies, are proposed.

    The updates presented are to existing cash advance policies, 8.3.1, 8.3.2, 8.4.1, 8.4.2, 8.4.3, 8.4.4, 8.4.5, 8.4.6, 15.1.1, 15.1.2. 15.1.3 and 15.1.4. These changes clarify current policy expectations and provide additional procedural instructions and guidance. In addition to updates and clarifications, this open comment period introduces a new Expense type, “Human Subject”, under the Purpose of Advances. Human Subject advances were previously issued as a subcategory of a Program advance. The Travel Expense Management system (TEM) is being updated to reflect Human Subject as a unique expense type.

    Please review the policy and provide feedback.

  • Open Comment Period: February 07 - 21, 2019

    Feb 7, 2019 8:30 am128 views

    Welcome!

    The Office of Business and Financial Services is hosting an open comment period, beginning February 7th and closing February 21th at 5 p.m. CT. In this open comment period we present a new policy topic, Payments to Students. These new policies and procedures will be found in Section 8 Payments and Reimbursements of OBFS Policies and Procedures Manual.

    The proposed policies and procedures were developed from guidance created by University Student Financial Services and Cashier Operations (USFSCO) and outline eight types of common payments to students. These policies and procedures will codify existing University of Illinois System-wide requirements such as identifying the beneficiary of payment to a student and required tax reporting information. The information presented in the OBFS Policies and Procedures Manual will also display on the Payments to Students webpage, which will allow employees to see policy information along with existing university-specific process instructions.

    The open comment period allows stakeholders to provide input and ask questions about specific policies that affect University of Illinois System business and their work. To review the changes and submit comments, visit the open comment website. Feedback may also be submitted directly via email at obfspolicies@uillinois.edu.

    Contact: For questions contact OBFS Policies at (312) 585-9049 or obfspolicies@uillinois.edu.

  • Open Comment Period: February 06 - 20, 2019

    Feb 6, 2019 8:30 am105 views

    Welcome!

    The Office of Business and Financial Services is hosting an open comment period, beginning February 6th and closing February 20th at 5 p.m. CT, related to changes to Section 13 Accounting of OBFS Policies and Procedures Manual.

    In this open comment period, we propose consolidating Identify a Non-Monetary Exchange, Methods of Valuing of Non-Monetary Exchanges and Report a Non-Monetary Exchange into one policy (Non-Monetary Exchanges). This consolidation will simplify the procedures, reduce redundant policy information, and provide clearer examples of non-monetary exchanges and their valuation.

    The open comment period allows stakeholders to provide input and ask questions about specific policies that affect University of Illinois System business and their work. To review the changes and submit comments, visit the open comment website. Feedback may also be submitted directly via email at obfspolicies@uillinois.edu.

    Contact: For questions contact OBFS Policies at (312) 585-9049 or obfspolicies@uillinois.edu.

  • Open Comment Period: October 02 - 16, 2018

    Oct 2, 2018 8:30 am307 views

    Welcome!

    In this Open Comment Period:

    Section 15 – Additional Resources for 15.2 Travel Card (T-Card)

    Prohibited T-Card Purchases

    In this Open Comment Period we present updated policy information for Prohibited T-Card Purchases.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Request Direct Payment for Approved Goods and Services

    Sep 10, 2018 8:30 am150 views

    Units may request direct payment for goods and services that are allowed on the Travel & Expense Management (TEM) Allowable Payments List. Items not contained in this list must be paid using other processes in accordance with the policies and procedures for such processes.

  • Open Comment Period: August 01 - August 15, 2018

    Aug 1, 2018 10:00 am77 views

    Property Accounting Transfer and Disposal Policies

    Welcome!

    The Office of Business and Financial Services is hosting an open comment period, beginning August 1 and closing August 15 at 5 p.m. CT, related to changes to Section 12 Property Accounting of OBFS Policies and Procedures.

    The following changes are being presented:

    Updating Section 4.3 Dispose of Unneeded Equipment Replacing 3.4 Transfer Sponsored Equipment to Another University with 12.3.4 Permanently Transfer Equipment with Researcher Replacing 3.5 Transfer Non-Sponsored Equipment to Another University with 12.3.5 Other Permanent Equipment Transfers

    Policies are being revised based on improved forms and instructions for requests of outbound equipment transfers.  Forms have been revised for clarity and completeness of information regarding the specifics of the outbound transfer and for improved data entry and electronic sharing. Instructions have been revised to better assist users with form contents and routing.  The outbound equipment transfer process has been improved to include review of the outbound equipment by University Export Control when warranted.  A new binding agreement between the University and the recipient institution is also being implemented and will be required prior to equipment leaving the University.

    The open comment period allows stakeholders to provide input and ask questions about specific policies that affect University of Illinois System business and their work. To review the changes and submit comments, visit the open comment website. Feedback may also be submitted directly via email at obfspolicies@uillinois.edu.

    Contact: For questions contact OBFS Policies at (312) 585-9049 or obfspolicies@uillinois.edu.

  • Open Comment Period: June 11 - June 22, 2018

    Jun 11, 2018 8:30 am61 views

    9.3 Report Activity from Audits, Reviews, Consulting Engagements, and Attestation Services Provided by External Parties

    Welcome to the Office of Business and Financial Services Open Comment Blog!

    The University of Illinois System, Office of Business and Financial Services is opening comments on proposed policy, 9.3 Report Activity from Audits, Reviews, Consulting Engagements, and Attestation Services Provided by External Parties. This policy requires that units send any resulting draft or final work product received from an external audit-related provider to system offices staff each fiscal year.

    Please review the policy and provide feedback.

  • Open Comment Period: March 26 - April 6, 2018

    Mar 26, 2018 8:30 am62 views

     Section 22 Self-Supporting/Revenue Generating - Service and Storeroom Activities

    Welcome to the Office of Business and Financial Services Open Comment Blog!

    The University of Illinois System, Office of Business and Financial Services is opening comments on proposed policy and procedural changes for Section 22 Self -Supporting/ Revenue Generating -Service and Storeroom Activities Section.

    The existing ‘campus supplement’ policies for services activities – 22.4, 22.4.1 & 22.4.2 – have been combined into one System-wide policy. This policy was designed to be consistent with the overarching Section 22 Self-Supporting/Revenue Generating Activities policy and federal requirements.

    Please review the policy and provide feedback.

  • Open Comment Period: August 17 - September 8, 2017

    Aug 17, 2017 8:30 am365 views

    In this Open Comment Period: Section 8 - Payments to Human Subjects and Section 18.10

    Welcome!

    In this Open Comment Period we present updated policy and procedural information for processing payments to human subjects, in Section 8 and Section 18.10.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: August 7 - August 18, 2017

    Aug 7, 2017 8:30 am107 views

    In this open comment period: 13 – Accounting: Account for Financial Activity of Revenue-Generating Events

    Welcome!

    In this Open Comment Period we present new policy and procedural information to provide guidance to units on how to properly account for revenues and expenses related to various types of revenue-generating events including, but not limited to: conferences; seminars; symposia; workshops; banquets; fundraising events; galas; and student/alumni events.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: July 12 - July 26, 2017

    Jul 12, 2017 8:30 am61 views

    Welcome!

    In this Open Comment Period we present updated policy information for sponsored project effort reporting at the University of Illinois at Chicago.

    The details of the policies related to effort reporting and the procedures for certifying effort vary by university. The information posted in this blog post applies only to the University of Illinois at Chicago.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: June 12 - 23, 2017

    Jun 12, 2017 8:30 am80 views

    In this Open Comment Period:

    7.7 – Procurement Conflicts of Interest

    Welcome!

    In this Open Comment Period we present new policy and procedural information to review information disclosed by employees under the Report of Non-University Activity process as well as financial information disclosed by vendors in accordance with Sections 50-13 and 50-35 of the Procurement Code to determine if a prohibited or potential conflict of interest exists.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: June 9 - June 23, 2017

    Jun 9, 2017 8:30 am75 views

    In this Open Comment Period: Section 4 - Process Employee Award Payments

    Welcome!

    In this Open Comment Period we present updated policy and procedural information for processing employee award payments.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: May 17 - June 2, 2017

    May 17, 2017 8:30 am126 views

    In this Open Comment Period:

    Section 8 – Determine the Allowability of Specific Expenditures Financial Assistance and Sponsorship Payments to Outside Organizations

    Welcome!

    In this Open Comment Period we present updated policy and procedural information for processing financial assistance and sponsorship payments to outside organizations.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: April 27 - May 12, 2017

    Apr 27, 2017 8:30 am151 views

    Welcome!

    In this Open Comment Period:

    Section 8 – Determine the Allowability of Business Meals and Refreshments (Business Meal Tips)

    Section 7.4 – Cash Purchases

    In this Open Comment Period we present updated policy and procedure information for procurement and payment related policies.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: March 23 - April 21, 2017

    Mar 23, 2017 8:30 am2021 views

    In this Open Comment Period: Section 8 - Payments to Human Subjects and Section 18.10

    Welcome!

    In this Open Comment Period we present updated policy and procedural information for processing payments to human subjects, in Section 8 and Section 18.10.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: October 24 - November 4, 2016

    Oct 24, 2016 8:30 am505 views

    In this Open Comment Period: Section 7.2 - Purchase Goods and Services

    Welcome!

    In this Open Comment Period we present updated policy and procedural information for purchasing goods and services, in Section 7.2 - Purchase Goods and Services.

    The changes were made to incorporate the requirements for small purchase competition now required under Section 4.2020 of the Higher Education Procurement Rules.  Additional changes are proposed throughout Section 7.2 to update all subsections. Updates also include a new Small Purchase Waiver form, and changes to the Electronic Services Purchased by P-Card form and Software Purchase by P-Card form.

    Adopted changes to Section 7.2 - Purchase Goods and Services will have an effective date of January 1, 2017.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: August 3 - August 12, 2016

    Aug 3, 2016 8:30 am26 views

    In this Open Comment Period: Section 22 - Collect and Report Sales and Use Tax

    Welcome!
    In this Open Comment Period we present updated policy and procedural information for collecting and reporting sales and use tax, in Section 22: Self-Supporting/Revenue Generating Activities. These updates reflect customer input and provide changes to help address common questions and clarify existing requirements.

    In addition, the updated policy will now reflect uniform reporting requirements among the three campuses.

    Please take a few moments to review this policy and submit your feedback. Thank you!