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

    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 28 - June 11, 2020

    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: July 23 - August 6, 2020

    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: July 27 - August 7, 2020

    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: November 2 - November 13, 2020

    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: November 19 - December 17, 2020

    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: March 15th - March 26th, 2021

    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: October 11 - October 22, 2021

    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 7 - March 18, 2022

    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: May 5 - May 18, 2022

    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: May 11 - May 24, 2022

    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: June 8 - June 21, 2022

    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: November 1 - November 12, 2022

    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: November 28 - December 9, 2022

    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: May 22 - June 5, 2023

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

    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

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

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

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

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

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

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

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

    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