Welcome to the University Bursar Monthly Bulletin. The May 2025 bulletin spotlights preparing reimbursements for an employee’s personal expenses on a PCard or TCard for deposit. If a University of Illinois System C-FOAP is charged for an employee’s personal expenses on a PCard or TCard (such as a charge for a movie in a hotel room during a business trip), it is required that the employee reimburse this personal expense on a timely basis. Once this reimbursement has been received from the employee, the cash or check must be deposited via a Departmental Deposit Form with University Bursar Cashier Operations on a timely basis, following the guidelines below:
- Endorse the back of the check with “For Deposit Only,” including your unit’s name and the full C-FOAP (including the Account Code “A”) which matches the C-FOAP that was erroneously charged for the personal expense.
Note: UIUC Cash Handling Units may provide a department form reference number instead of C-FOAP.
- Create a check log or adding machine tape listing the amount for each check and the total for the deposit batch. Be sure to include the unit’s name.
- Complete the deposit form: Department Deposit Form, Report of Cash Sales Form, or Report of Money Received Form. Be sure to include clear details explaining that the deposit is reimbursing a personal expense that was mistakenly charged to a university C-FOAP, and include the original Banner document number that the erroneous expense was charged on within the “Description” field of the Departmental Deposit Form. Keep a copy for your records.
- Submit everything to University Bursar Cashier Operations, including:
-The original deposit form (if you need a returned copy, include a second copy).
-The checks and/or cash.
-Your check log or adding machine tape.
- Attach the receipt from Cashier Operations to your expense report to show that repayment was properly made. This will help provide an adequate audit trail to show that the erroneous expense was properly reimbursed if ever questioned.
Deposits are processed within three business days, but if there are discrepancies, it may take longer. University Bursar will reach out if any clarification is needed.
If you're submitting a deposit at month-end, calendar-year-end, or fiscal-year-end, please do so by 2 p.m. on the last business day to ensure timely processing.
Need help with your C-FOAP?
If you are unsure of the correct C-FOAP to use, please work with your business office. If further clarification is needed, you may reach out to UAFR for assistance at 217-333-4568 or via email at uas@uillinois.edu.
Your attention to these details ensures a smooth and efficient reimbursement process. If you have any questions, we're always happy to help.
Contact
For further assistance, please contact the appropriate University Bursar Cashier Office for your location:
Urbana-Champaign: BursarCashiersUIUC@uillinois.edu or 217-333-4870
Chicago: BursarCashiersUIC@uillinois.edu or 312-996-7094
Springfield: BursarCashiersUIUC@uillinois.edu or 217-333-4870
