blog posts UAFR Weekly Tips Jan 18, 2023 2:00 pmAccounting and BudgetingFY 23Do any of your employees (such as a professor, dean, coach, or staff member) ever travel to speak at an external entity’s conference or event? If so, keep the following points in mind:If the external party agrees in advance to cover any related travel costs incurred by the University of Illinois System, then: These types of payments should be recorded as revenue to an applicable self-supporting fund using account code 307825, Speaking and Presentation Services Revenue. These payments should not be recorded as an expense reimbursement, even if the payment is for the exact amount of travel expenses incurred. Once this revenue is properly recorded on the applicable self-supporting fund, you would then need to ensure that any related travel costs incurred are also recorded to the appropriate expense account codes on this self-supporting fund as well. This ensures proper matching of revenue and expense activity within the self-supporting fund. However, if no payment was required or agreed upon in advance, and if your department subsequently receives an unexpected payment from the external party as a “thank-you” for your employee’s time and efforts, then: The payment would be treated as a gift and should be deposited through the University of Illinois Foundation via a gift transmittal form.ContactFor further questions related to this topic, contact the applicable subject matter expert within either the Self-Supporting Funds section or the Gift Funds section of UAFR’s Who to Ask list.