Open Comment Archive

FY25

15.4.2 Become Eligible to Drive a University Motor Vehicle

Per a direction from CMS, only drivers with a United States-issued driver’s license can use university vehicles. Policy 15.4.2 Become Eligible to Drive a University Motor Vehicle is being updated to reflect that change.

Additionally, the Departmental Driver Approval Form has been updated to reflect that change. Additional changes to the Departmental Driver Approval Form include removal of positions that no longer exist as well as references to courtesy vehicles for guests. The draft form is also attached here.

Draft Policies:

7.6 The University Purchasing Card (PCard) and Restricted Items and Purchases Requiring Special Approval

The Business & Finance Policy Offices announces a one week open comment period, from November 13–24, 2025 for one policy and one additional policy resources: 7.6 The University Purchasing Card (PCard) and Restricted Items and Purchases Requiring Special Approval.

These policies have been updated to allow units to use a PCard to purchase software less than $7,500. (Specific changes are on pages 7–8 and 13–14.)

Draft Policies:

16.5 Sponsored Projects Subawards and 16.5.4 Responsibilities to Monitor a Subrecipient

The Business & Finance Policy Offices announces a one week open comment period, from September 16–22, 2025 for two policies: 16.5 Sponsored Projects Subawards and 16.5.4 Responsibilities to Monitor a Subrecipient.

These policies have been updated to confirm that the applicable university will submit payments to subrecipients once invoices are determined proper. All awards subject to the Federal Uniform Administrative Requirements should be paid by the applicable university to the subrecipient no later than 30 days from receipt of invoice.

Draft Policies:

15.1.3 Making Travel Arrangements and Passenger Vehicle and Car Rentals

The Business & Finance Policy Office announces open comments from September 4th – September 18th, 2025, for policies 15.1.3 Making Travel Arrangements and Car Rentals and Passenger Vehicles

This policy is updated to provide clarifying language stating the use of traveler program rewards when making travel arrangements including car rentals is not an eligible reimbursement expense.

Draft Policies:

22.7 Management and Accounting for Facility Use Agreements (FUAs) and Technical Testing Agreements (TTAs)

The Business and Finance Policy Office announces a one week Open Comment period for policy 22.7 Management and Accounting for Facility Use Agreements (FUAs) and Technical Testing Agreements (TTAs).

The Open Comment period will end at 5 p.m. on Friday, September 12.

Draft Policy:

New Policy: 13.8 Administrative Allowance Funds Overview

The Business and Finance Policy Office announces an Open Comment Period for new policy 13.8 Administrative Allowance Funds Overview. The Open Comment Period will close on Wednesday, July 16, 2025 at 5 pm.

This new policy is drafted to provide information about proper management of 2A Administrative Allowance funds.

Draft Policy:

New Policy - 16.2.3. Compliance with Health and Human Services Salary Rate Limitation

The Business & Finance Policy Office announces an Open Comment Period for 16.2.3. Compliance with Health and Human Services Salary Rate Limitation from May 13–May 20, 2025. This policy is drafted to ensure the University of Illinois System is in compliance with the new Health and Human Services Salary Rate Limitation. Note: This policy will apply to all HHS awards, including new awards, competing renewals, non-competing continuations, and supplements issued on or after October 1, 2024.

Draft Policy:

8.2.1 Request Reimbursement for Domestic or International Travel and Business Meals

The Business & Finance Policy Office announces an Open Comment Period for 8.2.1 Request Reimbursement for Domestic or International Travel and Business Meals until May 22, 2025. The policy is being updated to reflect a more accurate difference between domestic and international per diem.

Draft Policy:

15.4.4 Determine Approved Use of Department and Motor Pool Vehicles

The Business & Finance Policy Office announces open comments from March 20 – April 3, 2025, for policy 15.4.4 Determine Approved Use of Department and Motor Pool Vehicles

This policy is updated to provide clarifying language regarding the approved use of department and motor pool vehicles as it pertains to procedure and transportation of non-employees.

Draft Policy:

8.2.4 Provide Justification for Reimbursement Requests Older than 60 Days

The Business & Finance Policy Office announces open comments from March 12–18, 2025, for policy 8.2.4 Provide Justification for Reimbursement Requests Older than 60 Days.

This policy is updated to confirm that any expenses submitted one year or more after expense date will NOT be reimbursed to the employee

Draft Policy:

New policy 22.4 Inventory for Resale

The Business and Finance Policy Office announces an Open Comment period from 3/3/25-3/17/25 for a new policy, 22.4 Inventory for Resale.

This policy consolidates and updates two existing policies currently under the heading of Managing Inventory for Resale, including Assess Your Merchandise Inventory Management Practices—Business & Finance and Conduct a Physical Inventory to Adjust Your Merchandise Inventory Record—Business & Finance.

Draft Policy:

12 Property Accounting

The Office of the Vice President, Chief Financial Officer, and Comptroller announces updates to 12 Property Accounting.

Highlights include:

  • Revising policies to new policy format
  • Updating policy content for accuracy, consistency, and grammar

Draft Policy:

Motor Vehicle Policy Report

The Business & Finance Policy Office announces an Open Comment from January 24, 2025–February 7, 2025 for a new policy, to be placed in policy 15 Travel, regarding Motor Vehicle Policy Reports.

The new Motor Vehicle Policy Report Policy has been drafted due to requirements by the University of Illinois System’s insurance provider. The policy requires that all employees considered “regular drivers,” as defined in the policy, are required to undergo a Motor Vehicle Report (MVR) and must provide complete and accurate information for any information requested to complete an MVR or results that may arise from an MVR.

Draft Policy:

12.1.3 Equipment Trade-ins and Limitations

The Office of the Vice President, Chief Financial Officer, and Comptroller announces an open comment period for a new policy, 12.1.3 Equipment Trade-ins and Limitations, from January 23 to February 6, 2025.

Please review the proposed changes and provide feedback in the comments section below to be considered before the new policy is published.

Highlights include:

  • All trade-ins of equipment must be handled in compliance with State of Illinois statutes, rules, and system policy.
  • The trade-in allowance must be used to reduce the purchase price of the new “like-kind” equipment.
  • Special rules apply and additional approvals are required for traded in equipment purchased on State funds and Grant funds.

The policy lists Prohibited Acts including:

  • Trade-ins of equipment for an unknown product or service to be acquired in the future or store credit.
  • Trade-ins of equipment for an item that will be titled to another institution.
  • Trade-ins that result in the unit receiving funds or store credit is considered a sale,and is not allowable.

Draft Policy:

19 Contracts

The Office of the Vice President, Chief Financial Officer, and Comptroller announces an open comment period for updates to 19 Contracts - Business & Finance from November 11 to 25, 2024.

Please review the proposed changes and provide feedback in the comments section below to be considered before the new policy is published.

Draft Policy:

13.8 Enrollment and Key Deposits

The Office of the Vice President, Chief Financial Officer, and Comptroller announces an open comment period for a new policy, 13.8 Enrollment and Key Deposits, from November 11 to 25, 2024.

Please review the proposed changes and provide feedback in the comments section below to be considered before the new policy is published.

Draft Policy:

8.1.1 Business Meals, Refreshments, and Alcohol

The Office of the Vice President, Chief Financial Officer & Comptroller announces that policy 8.1.1 Business Meals, Refreshments, and Alcohol is available for open comment from November 7–21. The policy has been updated to provide more information on allowable expenses for business meals as well as list the funds that are allowed for alcohol purchases, rather than listing the ones that are not allowed.

Please review the proposed changes and provide feedback in the comments section below to be considered before the new policy is published.

Draft Policy:

8.11 Relocation Assistance and 8.11.1 One-Time Moving Payment to the Employee

The Office of the Vice President, Chief Financial Officer, and Comptroller announces that policies 8.11 Relocation Assistance and 8.11.1 One-Time Moving Payment to the Employee are available for open comment from October 15–29. The policies have been updated to clarify that 0% hourly employees are not eligible for moving relocation expense reimbursement or payment.

Please review the proposed changes and provide feedback in the comments section below to be considered before the new policy format is published.

Draft Policy:

17 Consultants and Independent Contractors

The Office of the Vice President, Chief Financial Officer, and Comptroller announces an open comment period for updates to 13 Accounting from October 8 to October 22, 2024.

Highlights include:

  • Revised throughout for clarity and accuracy
  • Update policies to current policy format
  • 17.3 Capital Professional Services Consultant (PSC) Error and Omission Policy replaced with link to original policy

Please review the proposed changes and provide feedback in the comments section below to be considered before the new policy format is published.

Draft Policy:

13 Accounting

The Office of the Vice President, Chief Financial Officer, and Comptroller announces an open comment period for updates to Section 13 Accounting from September 17 to October 1, 2024.

Highlights include:

  • Removal of policy 13.2 C-FOAPAL Segments, as the information in this policy was combined with section 13.1 Overview of Fund Accounting at the University of Illinois System
  • Renumbering of Section 13 Policies
  • Updates for clarification and consistency throughout Section 13

Please review the proposed changes and provide feedback in the comments section below to be considered before the new policy format is published.

Draft Policy:

5 Receivables

The Office of the Vice President, Chief Financial Officer, and Comptroller announces an open comment period for updates to 5 Receivables from August 28 to September 11, 2024.

Highlights include:

Please review the proposed changes and provide feedback in the comments section below to be considered before the new policy format is published.

Draft Policy:

12.5.2 Expensed Lease or Housing Stipend for a Non-University Owned Residence or Apartment

Policy 12.5.2 Expensed Lease or Housing Stipend for a Non-University Owned Residence or Apartment has been updated to remove the requirement for submitting a lease for a Long Term Residence Stipend (More than One Year). The university retains the right to ask for one, but it is no longer an advance requirement to create a stipend.

The lease requirement is still in place for Short Term Residence Expense Reimbursement (One Year or Less).

Draft Policy:

15.3 Motor Vehicle Accidents

The Office of the Vice President, Chief Financial Officer, and Comptroller announces an open comment period for 15.3 Motor Vehicle Accidents from August 14, 2024 to August 28, 2024. This policy update provides additional details in the Procedure section of the policy.

Highlights include:

  • Notice that employee’s Social Security Number may be required in the event of an accident
  • Updated links to the university specific accident response plans
  • Clarification on the reporting timeframe for vehicle accidents to the university motor pool office

Draft Policy:

FY24

10.3.1 Deposit Cash and Checks with University Bursar

The Office of the Vice President, Chief Financial Officer, and Comptroller announces an open comment period for Policy 10.3.1 Deposit Cash and Checks with University Bursar from June 12, 2024 to June 18, 2024. This policy update attempts to provide more clarification on this process. These updates adjust the required amounts and timing of deposits.

Highlights include:

  • Adds a requirement to submit funds of $5,000 or more within one business day (including a completed department deposit form).
  • Updates deposits required within five business days of receipt from $200 to less than $5,000 (including a completed department deposit form).
  • Adds a requirement stating that if a unit uses armored car services to transport deposits and the pre-arranged pickup schedule can conflict with the one and five day timeframes IF the pickup schedule is regularly reviewed and adjusted as appropriate and approved by University Bursar.

Draft Policy:

13.7 ICR Funds Overview

Highlights include:

  • Guidelines for ensuring indirect cost recovery funds (ICR) are properly accounted for in Banner

Draft Policy:

22.1 Self-Supporting Funds Overview

Highlights include:

  • Guidelines for ensuring self-supporting funds (SSFs) are properly accounted for in Banner

Draft Policy:

22.2 Self-Supporting Excess Funds

Highlights include:

  • Guidelines for ensuring excess funds from 3J and 3Q SSFs are properly accounted for in Banner

Draft Policy:

22.3 Self-Supporting Funds Deficits

Highlights include:

  • Guidelines to properly resolve a cash deficit within a SSF on a timely basis

Draft Policy: