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  • Open Comment Period: July 15 - July 29, 2015

    Jul 15, 2015 10:00 am10 views

    In this Open Comment: Section 16 - Program Income

    Welcome!
    The Federal Office of Management & Budget has issued new Federal policy CFR Title 2 Part 200 – Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (also called OMB Uniform Guidance). The Office of Business and Financial Services (OBFS) must update University business and financial polices and procedures to be consistent with new federal standards. The following are proposed updates relating to program income.

    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: 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 10 - February 24, 2016

    Feb 10, 2016 8:30 am4 views

    In this Open Comment Period: Comply with Anti-Bribery Laws

    Welcome!
    In this open comment period the Office of Business and Financial Services and the University Ethics and Compliance Office present a proposed addition to the OBFS Policies & Procedures Manual - Comply with Anti-Bribery Laws.

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

  • Open Comment Period: February 07 - 21, 2019

    Feb 7, 2019 8:30 am126 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 am104 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: 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: 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!

  • Open Comment Period: August 19 - September 2, 2015

    Aug 19, 2015 8:30 am5 views

    In this Open Comment: Make a Donation in Support of Your Own Program

    Welcome!
    The Office of Business and Financial Services, Office of the Vice President for Research, and the University of Illinois Foundation are proposing updates to Section 11.7: Gifts and Endowments - Donations from Employees in Support of Their Own Programs, and the Employee Donor Agreement form. These modifications are being proposed due to a variety of reasons, including recent Illinois regulatory changes, and other factors. Proposed updates include:

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

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

    Aug 17, 2017 8:30 am356 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 01 - August 15, 2018

    Aug 1, 2018 10:00 am76 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: April 27 - May 8, 2015

    Apr 27, 2015 8:30 am32 views

    In this Open Comment: New Process for Amazon Purchases

    On February 1, 2015, Amazon started charging state of Illinois sales tax on purchases made by all Illinois customers. Because the University is exempt from Illinois sales tax, any business related Amazon purchases made by University units should not be charged Illinois sales tax. To accommodate this exemption and avoid unintended misuse of the University's state of Illinois sales tax exemption for personal Amazon purchases, the University proposes to establish a centrally managed Amazon business account for University-wide use.

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

  • Open Comment Period: April 27 - May 6, 2016

    Apr 27, 2016 8:30 am13 views

    In this Open Comment Period: Updates to Section 7.6 - The Purchasing Card and Section 15: Travel

    The Office of Business and Financial Services (OBFS) proposes to update policies and procedures related to the P-Card and T-Card. A synopsis of the proposed changes is listed below, along with PDF documents that include updated content. You will find the significant changes outlined with a red box.

    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: April 25 - May 9, 2014

    Apr 22, 2014 8:30 am57 views

    In this Open Comment: Section 12 - Dispose of Unneeded Equipment

    We have revised this Property Accounting policy to clearly identify OBFS and unit responsibilities for proper treatment of unneeded University-owned equipment. The revised policy will help units understand and comply with the requirements of the IL Administrative Code when deeming equipment (and certain types of collections) "unneeded."

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

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

    Aug 29, 2023 12:00 am124 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.

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

    Sep 15, 2023 9:00 am44 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.

  • 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 am340 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 am448 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.

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

    Aug 18, 2023 12:00 am383 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.

  • 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.

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

    Sep 14, 2023 9:00 am253 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.