Open Comment Blog

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

• 8.11 and 8.11.1 Policy Edits

Contact

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

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

• 8.1.1 Policy Edits

Contact

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

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

• Section 16 Policy Edits

Contact

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

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

• 8.6.14 Policy Edits

Contact

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

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:

• Requirement to enroll and provide evidence of enrollment when submitting expense reports
• Links to the applicable university-based enrollment websites
• Link to information concerning international travel insurance coverage and benefits

Files

• 15.1.5 Policy Draft

Contact

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

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

• 9.1.2 Policy Amendment

Contact

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

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

• 7.6 Policy Amendment

Contact

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

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

• 7.5 Policy Amendment

Contact

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

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

• 6.1.1 Policy Updates
• Tier 1 High Risk Insurance Language
• Tier 2 Medium Risk Insurance Language

Contact

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

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.