Policies and Procedures Updates
FY 26
(July 1, 2025 - June 30, 2026)
January 2026
- 8.1.4 Determine the Allowability of Gifts, Prizes, and Awards to Individuals
Updated to reflect new IRS statement on de minimus benefits.
December 2025
- 15.5 Motor Vehicle Records
New policy concerning motor vehicle records checks of individuals that drive on system or university business.
November 2025
- 3.1 Adjust a Budget
Removal of certain text and forms that pertain to UIC only.
October 2025
- 15.1.3 Make Travel Arrangements
Updated with language to clarify that the use of traveler program rewards when making travel arrangements, including car rentals, is not an eligible reimbursement expense. - 16.5 Sponsored Projects Subawards and 16.5.4 Responsibilities to Monitor a Subrecipient
Both policies updated to clarify when a university will execute payment in accordance with the terms and conditions of an award. Additionally, references to the OMB Single Audit are updated to the OMB Uniform Administrative Requirements.
September 2025
- 22.7 Management and Accounting for Facility Use Agreements (FUAs) and Technical Testing Agreements (TTAs)
Revised language to explain requirement to assess overhead to external customers (and the maximum allowable assessment rate) when the self-supporting activity sells to a mixed customer base
August 2025
- 13.8 Administrative Allowance Funds Overview
New policy added. - 16.2.3 Compliance with Health and Human Services Salary Rate Limitation
Updated to more accurately reflect the difference between domestic and international per diem.
July 2025
- 16.2.3 Compliance with Health and Human Services Salary Rate Limitation
New policy added. - 5.3.2 Collect Delinquent Accounts Receivable
Removed redundant and inaccurate language.
FY 25
(July 1, 2024 - June 30, 2025)
June 2025
- 22 Report on Self-Supporting Activities in the Year-End Fact Sheet
Replaced resources listed in the Additional Resources section. - 22.2 Self-Supporting Excess Funds
Updated to clarify language concerning review of voluntary lapse requests. - 7.2 Restricted Items and Purchases Requiring Special Approval
Buying Specific Commodities
8.1.4 Determine the Allowability of Gifts, Prizes, and Awards to Individuals
11.6 Accounting for Fundraising and Development Expenses
16.2.1 Treatment of Select Items of Cost
Removed references to the “99” NACUBO function.
May 2025
- 21.1.2 Become a Merchant Unit
Updated to remove the requirement to obtain approval as a cash handling unit. - 10.5.1 Establish a Change Fund
Updated to reflect changes in the approvals for change funds over $1,000. - 16.6.1 UIUC Sponsored Programs Administration
This policy has been decommissioned, and its content has been transitioned to Sponsored Programs Administration. - 15.4.4 Determine Approved Use of Department and Motor Pool Vehicles
Updated language in policy to clarify student driver eligibility. - 15.4.5 Determine When to Use Commercially Insured University Motor Pool Vehicles
Removal of language in policy to clarify what activities are not covered by the State Insurance Plan.
April 2025
- 7.2 Purchase of Goods and Services
Updated to confirm all units discontinue use of the Soybean and Prevailing Wage Form where it is not necessary. - 8.2.4 Provide Justification for Reimbursement Requests Older than 60 Days
Updated to confirm the one-year expense reimbursement deadline. - 15.3 Motor Vehicle Accidents
Replaced SR-1 Form with the CMS Intake Form.
March 2025
- 8.8.2 Request Payment by Wire Transfer
Updates relating to submitting direct pay wire transfers in Chrome River and select non-encumbered wire transfers no longer accepted by the email inbox. - 12 Property Accounting
Updated as part of the evaluation process. - 22.4 Inventory for Resale
New policy. - 8.11.3 Sabbatical Moving and Tenure Travel Expenses
New Policy. - 8.1.1 Business Meals, Food Supplies, and Alcohol
Removed reference to contracted caterers list and replaced it with TCard Exception Form link.
February 2025
- 8.1.1 Business Meals, Food Supplies, and Alcohol
Moved employee separation events from approved catered events to the category of business meals. - 22.7 Management and Accounting for Facility Use Agreements (FUAs) and Technical Testing Agreements (TTAs)
Reverted the language within the grid of step 1. - 8.6.14 Electronic Codes as an Alternative Payment Method
Aligned payment restrictions amongst eCode policies. - 8.4.7 Electronic Codes for Human Subject Payments
Aligned payment restrictions amongst eCode policies and removed written consent requirement for study participants.
January 2025
- 5 Receivables
Updated as part of the evaluation process. - 13 Accounting
Updated as part of the evaluation process. - 17 Consultants and Independent Contractors
Updated as part of the evaluation process. - 19 Contracts
Updated as part of the evaluation process. - 18.3 The University of Illinois Supplemental 403(b) Retirement Plan
Annual updates to contribution and catch-up limits. - 18.5 Fringe Benefits
Annual updates to benefit exclusion amounts. - 18.9 State of Illinois Employees' Deferred Compensation Plan under Internal Revenue Code §457
Annual updates to contribution and catch-up limits. - 10.2.1 Accept Checks as Payment
Confirmed deadlines for amounts of accumulated funds $5,000 or less and $5,000 or more.
November 2024
- 22.2 Self-Supporting Excess Funds
Voluntary lapse section account types updated for accuracy. - 8.1.3 Determine the Allowability of Specific Expenditures - Business & Finance
- 8.9.1 Request an Exception - Business & Finance
Reference to “U” accounts codes removed
July 2024
- 15.1.5 International Travel Insurance Requirements
FAQ - International Insurance
New policy concerning required international travel insurance for employees
FY 24
(July 1, 2023 - June 30, 2024)
June 2024
- 8.11—Relocation Assistance
Clarified graduates students aren’t allowed reimbursement under policy 8.11.1 - 8.11.1—One-Time Moving Payment to the Employee
Clarified graduates students aren’t allowed reimbursement under this policy - 8—Keeping Payables Records
Updated retention time for Chrome River documents to 30–90 days after approval of expense report. - 8—Documentation Required to Support Payments
Updated retention time for Chrome River documents to 30–90 days after approval of expense report. - 10.3.1—Deposit Cash and Checks with University Bursar
Added requirement to submit contracts of $5,000+ within 3 business days; updated deposits required within 5 days of receipt from $200 to less than $5,000; adds note saying that units can conflict with this timeline if using an armored car service and its pickup schedule is regularly reviewed and approved by University Bursar. - 13.7—Indirect Cost Recovery Funds Overview
New policy - 22.1—Self-Supporting Funds Overview
Updated policy - 22.2—Self-Supporting Funds Excess Funds
Updated policy, replaced Address a Self-Supporting Fund Surplus - 22.2—Self-Supporting Funds Deficits
Updated, replaced Address a Self-Supporting Fund Deficit - 22.5—Contracts for Revenue Generating Activities
Renumbered from 22.1 - 22.6—Departmental Administrative Support Assessed on Self-Supporting Funds
Renumbered to 22.2 - 22.7—Management and Accounting for Facility Use Agreements (FUAs) and Technical Testing Agreements (TTA)
Renumbered to 22.3
May 2024
- 15 Travel
Annual Evaluation Updates - 15.1.2 Headquarters and Travel/Commuting to University for Fully Remote Employee
Numbered and updated with additional details on reimbursement availability for fully remote employees
March 2024
- 16 Sponsored Programs
Annual Evaluation Updates
February 2024
- 2 Custodial Funds
Updated grammar and language consistent with other sections
January 2024
- 18.3 The University of Illinois Supplemental 403(b) Retirement Plan
Annual Updates - 18.5 Fringe Benefits
Annual Updates - 18.9 State of Illinois Employees' Deferred Compensation Plan under Internal Revenue Code §457
Annual Updates - 18.12 Tax Status and Exemption
Annual EIN Letter update
November 2023
- 9.1.2 Segregation of Duties in Enterprise-wide Applications for Procurement and Tracking of Equipment
New policy. - 7.6 The University Purchasing Card (PCard)
Removal of optional role. - 8.6.14 Electronic Codes as an Alternative Payment Method
New policy. - 7.2.3 Purchases below the Small Purchase Limit (Small Purchases)
New exemptions.
October 2023
- 7.6 The University Purchasing Card (PCard)
Multiple updates.
September 2023
- 7.5 Emergency Purchases
Multiple updates. - 6.1.1 Determine Minimum Insurance Requirements for Vendors
Updated risk tiers.
FY 23
(July 1, 2022 - June 30, 2023)
May 2023
- 8.7 Cellphone & Data Plan Business Expenses
Updated approval for pagers and other one-way communication devices. - 7.7 Procurement Conflicts of Interest
Multiple updates. - 7.7.1 Prohibited Conflicts of Interest
Multiple updates. - 7.7.2 Potential Conflicts of Interest
Multiple updates.
April 2023
- 6.1.1 Determine Minimum Insurance Requirements for Vendors
Updated for accuracy. - 12.5.2 Expensed Lease or Housing Stipend for a Non-University Owned Residence or Apartment
Policy rewritten to address situation specific procedure paths. - 16.1.5 Sponsored Projects Administration
Updated for accuracy. - 18.6 Sales and Use Tax/Goods and Services Tax
Michigan exempt form updated. - 18.11.1 One-Time Moving Payment to the Employee
Updated for accuracy. - 18.11.2 Reimbursement for Relocation Expenses Incurred
Updated for accuracy. - 19.4 Comptroller Contract Signature Authority and Delegation
Updated signature block example.
March 2023
- 10 Cash Handling
Annual Evaluation Updates. - 7.3 Purchase Orders
Property Accounting Threshold Updates. - 11.6 Accounting for Fundraising and Development Expenses
Updated for clarity and to remove references to NACUBO functions. - 16.1.5 Sponsored Projects Administration
Deleted content concerning negotiation of awards. - 18.5 Fringe Benefits
Annual updates
January 2023
December 2022
- 15.3 Motor Vehicle Accidents
Section on Personal Vehicles updated for accuracy. - 15.4.1-15.4.5 rewritten.
November 2022
- 8.6.13 Postdoctoral Fellowship Payments
New Policy Page under Section 8 - Section 16.1.3 - Compensation for Personal Services Charged to Sponsored Projects
This section has been decommissioned - 18.12 Tax Status and Exemption
W-9 form updated
August 2022
- 8.6.1 Request Direct Payment for Approved Goods and Services
Removed Petty Cash purchases less than $100 from TEM Allowable Payments list
FY 22
(July 1, 2021 - June 30, 2022)
June 2022
-
22.3 Management and Accounting for Facility Use Agreements (FUAs) and Technical Testing Agreements (TTAs)
New policy on Facility Use Agreements and Technical Testing Agreements. -
Keeping Payroll Records
Content replaced with link. -
18.12 Tax Status and Exemption
Charter added.
May 2022
-
8.1.4 Determine the Allowability of Gifts, Prizes, and Awards to Individuals
Employee taxable gifts and prizes amount updated. -
11.10 Expenditure of Gift Funds
Purpose Codes and Definitions document updated. -
13.3 Journal Vouchers
Updated provide further clarity.
April 2022
-
15 Travel - Inappropriate T-Card Use
Chrome River updates. -
14 Investments, Banking, and Internal Loans - Distribution of Investment Income
Updated for accuracy. -
14 Investments, Banking, and Internal Loans - Reponsibilities
Updated for accuracy. -
6.3.1 Report a Claim for Property Damage
Updated with applicable content from the decommissioning of the Approval of Financial Documents policy. -
6.3.2 Report a Claim for Personal Injury
Updated with applicable content from the decommissioning of the Approval of Financial Documents policy. -
6.4.1 Purchase Insurance
Updated with applicable content from the decommissioning of the Approval of Financial Documents policy. - 18.14 Miscellaneous Tax-Related Policies and Other Information
Updated Tax Return Filing Due Dates Document. Updated with applicable content as part of the decommissioning of the Approval of Financial Documents policy. - 8 Payments and Reimbursements
Updated correct Rims Page link on Keeping Payable section under 8 Payments and Reimbursements. - 10.1.1 Obtain Approval as a Cash Handling Unit
Updated for clarity - 10.3.1 Deposit Cash and Checks with University Bursar
Updated for clarity - 10.3.3 Deposit Unit Funds Directly to the Bank
Updated for clarity - 10.4.1 Obtain Approval to Handle Returned Checks
Updated for clarity - 10.4.2 Handle Returned Checks (Approved Units Only)
Updated for clarity - 10.6.1 Establish a Change Fund
Updated for clarity - 10.6.2 Serve as a Change Fund Custodian
Updated for clarity - 10.6.3 Reconcile Change Funds Daily
Updated for clarity - 10.6.5 Change the Custodian of a Change Fund
Updated for clarity - 8.10 Process Educational Payments to Students
Additional materials document decommissioned. - 8 Payments and Reimbursements - Definitions
Additional materials document decommissioned.
March 2022
- 19.3 Contract Approval Authority
Approval delegation authority updated for clarity. - 18.6 Sales/Use/Gross Receipts Tax/Goods and Services Tax
New states added and state summary updated.
February 2022
- 8.6.1 Request Direct Payment for Approved Goods and Services
TEM Allowable Payments List updated. - 15.4.4 Determine Approved Use of Department and Motor Pool Vehicles
Exception contacts updated.
- 7.6 The University Purchasing Card (P-Card)
Chrome River updates. - Pages in 8 Payments and Reimbursements
Chrome River updates. - Pages in 15 Travel
Chrome River updates. - 18.3 The University of Illinois Supplemental 403(b) Retirement Plan
Annual updates. - 18.5 Fringe Benefits
Annual updates. - 18.9 State of Illinois Employees' Deferred Compensation Plan under Internal Revenue Code §457
Annual updates. - 14.4 Manage Foreign Bank Accounts
Updated for accuracy.
January 2022
- 19.4.1 Electronic Signatures
Updated for clarity. - 19.2.1 Standard Contract Templates
Heading updated for clarity. - 8.1.5 Determine the Allowability of Specific Financial Support or Sponsorship Payments to Outside Organizations
Updated for clarity.
- 1.4 University and System Offices Deficit Reporting
Updated Additional Resources. - 18.6 Sales and Use Tax/Goods and Services Tax
Updated for clarity. - 1.3 Unit Financial Health
Additional Resource added.
November 2021
- 18.15 Payments to Employees: Assignment of Income and Constructive Receipt
Sub-heading updated. - 5.5 Request an Exemption from using Banner AR
Form updated
October 2021
- 6 Insurance
Updated to Reflect Office Name Change - 18.12 Tax Status and Exemption
Updated for accuracy. - 9 Audits, Internal Control, and Business System Security - Responsibilities
Updated for accuracy. - 18.6 Sales and Use Tax/Goods and Services Tax
Updated links and certificates.
September 2021
- 20.2.2 Request Cards or Fobs for Proximity Access
Updated Policy and Procedure sections on 20.2.2 Request Cards or Fobs for Proximity Access. - 1 Fiscal Environment - Comply with Anti-Bribery Laws
Updated for clarity and added resources. - Payments to Students
Tangible Items updated for clarity. - 13.5 Non-Monetary Exchanges
Updated for clarification. - 7.2 Purchase of Goods and Services - Restricted Items and Purchases Requiring Special Approval
Decorations section updated.
August 2021
- 12.1.2 Classify Equipment and Property, 12.1.7 Identify Donated, Found, and Other Non-Cash Addition Equipment, 12.1.3 Determine the Value of Equipment or Property, and 12 Property Accounting - FAQs
Updated with minor language changes. - 8.1.1 Business Meals, Refreshments, and Alcohol
Updated to address virtual meeting expenses. - 9.4 Business Financial Information
Updated Related Policies and Procedures "University of Illinois Enterprise Systems Access Removal Guidelines"
- Updated capitalization amounts on Section 12 pages:
July 2021
- 8.6.3 Request Payment for Contract for Services under $10,000
This policy has been decommissioned. - 6.1.1 Determine Minimum Insurance Requirements for Vendors
Updated to reflect the elimination of the Contract for Services Under $10,000 template and/or the new purchase process. - 8.6.1 Request Direct Payment for Approved Goods and Services
Updated to reflect the elimination of the Contract for Services Under $10,000 template and/or the new purchase process. - 17.1 Consultants and Other Contractors for Services
Updated to reflect the elimination of the Contract for Services Under $10,000 template and/or the new purchase process. - 8.11.1 One-Time Moving Payment to the Employee
Policy revised to reflect a change in how system-contracted moving vendors (movers) are engaged. - 8.11.2 Reimbursement for Relocation Expenses Incurred
Policy revised to reflect a change in how system-contracted moving vendors (movers) are engaged. - 5.2 AR Resources
5.2 "Benefits of Using Banner Accounts Recievable (AR)" and "Avoiding AR Problems Combined into a Single Page" titled "AR Resources". - Agreement for Permanent Transfer of Equipment
Comptroller signature block on linked form updated. - 19.4 Comptroller Contract Signature Authority and Delegation
Comptroller signature block updated. - 1 Fiscal Environment
This section is rewritten with contract related content relocated to the new 19 Contracts. - 19 Contracts
This section is new. - Payroll Roles in Banner and ANA
Updated role descriptions - 15.1.4 Determine Allowability of Travel Expenses
Policy updated to address travel insurance considerations. - 4.2.1 Submit Employee Work Time
Updated department time entry approver process. - 5.4.1 Calculate Your Allowance for Uncollectible Receivables
Contact information updated in Additional Resources document Allowance for Uncollectible Accounts Receivables
FY 21
(July 1, 2020 - June 30, 2021)
June 2021
- 18.6 Sales and Use Tax/Goods and Services Tax
Updated sales tax on purchases exemption state summary and the Wisconsin purchase exemption certificate.
April 2021
- 11.9 Endowmment Administration
Revised policy language to update administrative fee under spending policies. - 11.13 Accounting for Qualified Sponsorships (Previously 11.13 Sponsorship Gifts)
Renamed policy and consolidated information
March 2021
- 7.2.3 Purchases below the Small Purchase Limit (Small Purchases)
Revised policy language to reflect use of the Purchase Requisition Form and new procedures - 16 Grants and Research Contracts
Update to Section 16 to reflect new unit names, contacts and circulars. - 4.3.2 Process Payments for Employment-Related Agreements
Revised Policy Language.
February 2021
- 12.4.7 Dispose of Equipment with a Nominal Value
New policy added - 12.2.1 Complete a Biennial Inventory
Revised policy language - 12.1.2 Classify Equipment and Property
Revised policy language
January 2021
- 18.3 The University of Illinois Supplemental 403(b) Retirement Plan
Revised policy language - 18.9 State of Illinois Employees' Deferred Compensation Plan under Internal Revenue Code §457
Revised policy language - 1.5.1 How to Conduct Business Outside the State of Illinois
Added step 9 in the process, Contact the appropriate Export Control Compliance.
- 18.14 Miscellaneous Tax-Related Policies and Other Information
Attached new Tax Return Filing Due Dates document dated January 1, 2021.
December 2020
- 8.4 Payments to Human Subjects
Changed earn code and clarified language. - 18.6 Sales and Use Tax/Goods and Services Tax
Updated text from "the Office of Business and Financial Services" to University Payables.
October 2020
- 18.14 Miscellaneous Tax-Related Policies and Other Information
Tax Return Filing Due Date form updated. - 6.1.3 Select Bus Charters with Approved Insurance
Updated "What to do if Approved Charter Vendors are More Than Fifty Miles Away" PDF document to correct Minimum Acceptable Insurance Limits Exceptions. - 22 Self-Supporting/Revenue Generating Activities - Service and Storeroom Activities: Billings
Added an exemption where FOATEXT is not feasible for units using outdated and not feasibly changed feeder files. - 3.1 Adjust a Budget
Added . - , 13.4 Reconciliation of Financial Activities, and
Replaced term "deferred revenue" to "unearned revenue", per GASB standards. - 18.12 Tax Status and Exemption
Updated the system's IRS EIN Letter (known as the IRS Letter 147-C) which confirms the system's EIN.
September 2020
- 18.6 Sales and Use Tax/Goods and Services Tax
Updated the Michigan Sales and Use Tax Certificate of Exemption found in Purchases from Other States. - 18.6 Sales and Use Tax/Goods and Services Tax
Updated the Commonwealth of Virginia Retail Sales and Use Tax Certificate of Exemption. - 18.6 Sales and Use Tax/Goods and Services Tax
Updated the State of Connecticut sales and use tax exemption form. - 18.6 Sales and Use Tax/Goods and Services Tax
Updated the State of Minnesota sales and use tax exemption form. - 18.10 Human Subjects Payments
Changed backup witholding rate for Payments to Human Subjects Without Tax Reporting Information to 24%. - 11.7 Employee Donations for Programs Under the Perceived Control of the Employee
Added a definition of "immediate family member" - "An immediate family member includes an employee’s spouse or domestic partner, parents, siblings, and children."
August 2020
Added “Telecommuting Agreement” to the list of approved methods that units may use to document and approve equipment loans. Extended the length of time for which units may use a “Unit-designed sign-out sheet” to document equipment loans to less than one year. Reformatted the policy entry to present the content in a more succinct manner.-
18.12 Tax Status and Exemption
Updated the Illinois Business Authorization Card found in the Certificate of Registration document. -
8.1.1 Business Meals, Refreshments, and Alcohol
Updated 'Fund Type Limitations for Alcohol' to clarify that "Self-supporting funds with a Storeroom & Service Activities" are fund type, 3E. -
18.10 Human Subjects Payments
Added, "an undocumented individual" as an example of someone who might refuse to provide tax reporting information.
July 2020
- and
Removed the "Returned Check Handling Procedure Sample Template" document. -
10.1.1 Obtain Approval as a Cash Handling Unit
Updated the "Unit Cash Handling Procedures - Sample Template". -
Added the "Unit Cash Handling Procedures - Sample Template" to Additional Resources. -
18.6 Sales and Use Tax/Goods and Services Tax
Updated sales and use tax exemption certificates for; Idaho, Kansas, Minnesota, Ohio, Tennessee, Utah, and Wisconsin.
FY 20
(July 1, 2019 - June 30, 2020)
June 2020
- 8.11 Relocation Assistance
The Applicability of the Policy has been expanded to allow assistance payments to be made to, "new or transferred faculty or staff."
Updated the
"Quarterly Reconciliation Example” and “Departmental Returned Check Handling Procedures Sample" forms.- 15.1.3 Make Travel Arrangements
Clarfied the Policy Statement to require that, "The Unit Head or delegate must approve travel and verify the unit has funds available." - 10 Cash Handling
Published section-wide updates to simplifying guidance by eliminating policies and procedures and combining information into existing entries.
May 2020
- 22 Self-Supporting/Revenue Generating Activities - Collect and Report Sales and Use Tax
Updated procedural step #3 to clarify guidance relating treatment of sales of goods at an auction and that they are not usually subject to sales taxes. -
10.4.1 Obtain Approval to Handle Returned Checks, 10.4.2 Handle Returned Checks (Approved Units Only) and
Changed the returned check fee (NSF) to $25 to comply with state commerce regulations -
10 Cash Handling - Responsibilities
Updated information to reflect current delegation of duties. -
12.3.3 Loan Equipment to Another Unit
Changed reference to grants office in procedural step #2 to, "Sponosred Programs" office. -
14.2 Open or Close a University Bank Account
Title changed and procedures updated to reflect that Cash Management oversees the approval processes. -
14.4 Manage Foreign Bank Accounts
Procedures updated to refelect that Cash Management oversees the approval processes. -
15 Travel - Inappropriate T-Card Use
Added the following statement to inappropriate T-Card usage, "Make successive purchases to circumvent the T-Card single transaction limit, commonly called ‘stringing’." -
14.1 Apply for an Internal Loan
Updated the procedure to clarfiy that the, "Assistant Vice President and Controller (AVP/Controller)" must also approve interal loans. -
Additions and modifications were made to the TEM Allowable Payments list. The policy entry and list were also redesigned for clarity and format. -
9 Audits, Internal Control, and Business System Security
Updates and additions to policies and procedures relating to audits, internal controls, unit head responsibilities for internal controls, segregation of duties, FCIAA, and business financial information security. -
19 Business Systems Access and Security
This policy content has been redesigned and integrated into 9 Audits, Internal Control, and Business System Security. -
11.6 Accounting for Fundraising and Development Expenses
This updated policy replaces the previous version (11.6 Coding of Fundraising Costs) and provides guidance to units on how to properly classify and account for fundraising and development expenses within Banner. -
April 2020
- 11.4 Relinquishing Gifts to an External Institution
Updated policy provides improved guidance and clarification on how to proceed when an employee who is separating from the University of Illinois System for employment at an external institution may request to relinquish a gift which was restricted solely for their scholarly activities (such as research). - 1.3.2 Initiation, Review, and Approval of University Contracts and Leases
"As a normal practice, we do not provide wet signatures. Due to State of Illinois contract filing requirements and Board of Trustees contract repository requirements it is also our normal practice to be the final party to sign a contract." - 18.2 Foreign Nationals
Updated hyperlinks and resources. - 18.6 Sales and Use Tax/Goods and Services Tax
Updated state department of revenue hyperlinks. - 11.3 Campus Processing of Gifts
Changed the UAFR processing time of campus gifts.
Added hyperlink to website.- 18.8 Telecommunications Tax
Updated "Telecommunications Matrix" file. - 7.6 The University Purchasing Card (P-Card)
Changed the reconciliation requirement to 25 calendar days. Strengthened stringing enforcement to cancel P-Card after first incident of stringing is identified. - 1.3.2 Initiation, Review, and Approval of University Contracts and Leases
Added requirements for a comptroller delegate contract signature box.
Added requirements for a comptroller delegate contract signature box.- 1.3.1 Approval of Financial Documents
Added requirements for a comptroller delegate contract signature box. - 4 Payroll - Avoiding Payroll Problems
Replaced reference to ViewDirect with Mobius View. - 4.2.1 Submit Employee Work Time
Changed procedural calculating reference from UPB to Banner. - 4.3.6 Process Payroll Separation Vacation and Sick Leaves
Removed, "If the employee has any outstanding overpayments, the separation will not be completed until the overpayments are resolved" from the procedure. - 19.1.1 Request Access to Business Financial Information
Removed references to "OBFS Finance Security". - 16.5.1 Chicago Disposition of Unexpended Balance on Fixed Price Agreements
Updated references to Office of Sponsored Programs (OSP) Pre-Award and Post-Award. -
21.1.3 Accept Cards for Payment
Provided updated procedures for accepting EMV cards. -
21.3.1 Establishing Stored Value Cards or Gift Card Programs
Updated subsection title, policy statement, and procedure. Changes reflect current operating environment. -
21.3.2 Report Expired and Unredeemed Stored Value Cards, Gift Cards, and Other Cards
Updated subsection title, policy statement, and procedure. Changes reflect current operating environment. -
14 Investments, Banking, and Internal Loans
Decommissioned Additional Resource pages for 14.5.
March 2020
- 11.2 Distinctions Among Gifts, Grants and Contracts
Updated the position title of the Who To Ask contact at Springfield to, 'Executive Policy Advisor'. - 11.3 Campus Processing of Gifts
Updated the position title of the 'Gift Processing and Stewardship Services' contact at Springfield to, 'Executive Policy Advisor'. - 11.12 Current and Non-Endowed Term Funds Administration
Updated the contact information at Springfield to, 'Vice Chancellor for Advancement/Senior Vice President of the University of Illinois Foundation'. - 22 Self-Supporting/Revenue Generating Activities - Report Unrelated Business Income (UBI)
Updated contact name for Tax Compliance and Analysis. - 8.2.1 Request Reimbursement for Domestic or International Employee Travel and Business Meals and 15.1.3 Make Travel Arrangements
Updated the policies and procedures for Premium Transportation as Part of an Approved Accommodation. - 11.3 Campus Processing of Gifts
Updated the Chicago Campus address and phone number for the Gift Processing and Stewardship Services Office.
The University of Illinois System may now accept electronic signatures as a legally binding equivalent to handwritten signatures to signify an agreement, as permitted by law or other contractual obligations.- 8.1.1 Business Meals, Refreshments, and Alcohol
Published updated business meals policy and procedures. Consolidated "8.1.2 Determine the Allowability of Serving Alcohol at an Event" into the new policy. Updated Documentation Required to Support Payments and 8.2.1 Request Reimbursement for Domestic or International Employee Travel and Business Meals as part of these changes. - 18.12 Tax Status and Exemption
Changed the Springfield: Student Life Student Organizations handbook URL. - 18.14 Miscellaneous Tax-Related Policies and Other Information
Tax Return Filing Due Date form updated.
Updated Applicability of the Policy to clarify the additional signatory requirements that currently exist in policy for contracts, as it relates to the Comptroller and delegate authority.- 2.6 Process a Transaction between the University and the Owner of a Custodial Fund
Corrected references to related policies. - 13.3 Journal Vouchers and Other Internal Transactions
Clarified that the policy is applicable to all units that process journal vouchers and other internal transactions (such as feeders) within Banner.
Corrected typo for USFSCO contact procedural step.
Corrected typo for USFSCO contact procedural step.- 15.1.2 Close a Travel Advance
Corrected typo for USFSCO contact procedural step.
Updated the 'Applicability of the Policy' to clarify that units that are responsible for processing contracts may accept electronic signatures from the other party so long as the unit determines that the signature is affixed in a trustworthy manner and presents a reasonable level of reliability and authenticity (Identity Assurance).- 8.1.1 Business Meals, Refreshments, and Alcohol
Corrected typo in the procedure. - 18.7 Hotel Operators' Occupation Tax
Corrected hyperlinks to city and state reporting resources. - 18.11 Raffle Winnings
Corrected hyperlinks to state reporting resources. - 18.12 Tax Status and Exemption
Corrected hyperlinks to state regulations. - 18.13 Unrelated Business Income Tax (UBIT)
Corrected hyperlinks to state reporting resources and regulations. - 18.6 Sales and Use Tax/Goods and Services Tax
Corrected hyperlinks to state regulations.
-
18.6 Sales and Use Tax/Goods and Services Tax
Updated the Commonwealth of Virginia Retail Sales and Use Tax Certificate of Exemption - 18.6 Sales and Use Tax/Goods and Services Tax
Updated the University of Illinois System's summary of states and exemption numbers. - 6 Insurance Requirements for Vendors FAQs
Updated FAQs to reflect organizational and process changes. - 15 Travel - Headquarters and Travel Status
Updated Headquarters Designation Request form and added hyperlink to form on the policy entry. - 8 Payment and Reimbursements and 15 Travel
Added a hyperlink to the Business Travel Guide on several pages. - 18.12 Tax Status and Exemption
Updated "IRS Exemption Letter". - 18.6 Sales and Use Tax/Goods and Services Tax
Added state of Wisconsin reference details to the sales tax lookup table under, "Sales to Clients in Other States and Canada". - 8.10.4 Prizes and Awards & 8.10.7 Scholarships, Fellowships and Educational Assistance Grants
Provided new hyperlinks to "Volume 3 of the Federal Student Aid Handbook". - 18.6 Sales and Use Tax/Goods and Services Tax
Uploaded a new copy of the System's, State of Illinois Sales Tax Exemption Certificate [effective 2020-2025]. - 2 Custodial Funds
To ensure compliance with GASB Statement 84, the term "Agency Funds" has now been changed to "Custodial Funds". This change has caused the section and all subsections to be renamed. All subsections have also had the term "Agency Fund" replaced with "Custodial Fund". - 13.6 Account for Financial Activity of Revenue-Generating Events
To ensure compliance with GASB Statement 84, the term "Agency Funds" has now been changed to "Custodial Funds" - 22 Self-Supporting/Revenue Generating Activities - Account for Study Abroad and Unique Instructional Activities
To ensure compliance with GASB Statement 84, the term "Agency Funds" has now been changed to "Custodial Funds"
January 2020
- 18.6 Sales and Use Tax/Goods and Services Tax
Changed Illinois Department of Revenue (IDOR) sales tax exemption documentation terminology from 'letter' to 'certificate'. - 18.2 Foreign Nationals
Added examples to the 'Accountable Plan' for Third Party Payments and Tax Withholding and Exemptions. - 18.14 Miscellaneous Tax-Related Policies and Other Information
Tax Return Filing Due Date form updated. - 18.3 The University of Illinois Supplemental 403(b) Retirement Plan
Updated contribution limits for CY19. Changed the subsection title to reflect system branding and organization. - 18.9 State of Illinois Employees' Deferred Compensation Plan under Internal Revenue Code §457
Updated contribution limits for CY19. - 18.5 Fringe Benefits
Updated limits and dollar thresholds for CY19. - 8.11 Relocation Assistance
The ability to process direct payments to University of Illinois System-contracted moving vendors has been expanded to the "one-time moving payment to the employee" form of relocation assistance described in, 8.11.1 One-Time Moving Payment to the Employee. - 18.6 Sales and Use Tax/Goods and Services Tax
Updated Colorado Department of Revenue, Standard Colorado Affidavit of Exemption form. - 22 Request an Exemption from Using a Perpetual Inventory System
This policy has been decommissioned. - 18.8 Telecommunications Tax
Updated tax rates and regulatory requirements, resource information, and contact details. - 12.3.4 Permanently Transfer Equipment with Researcher and 12.3.6 Loan Equipment to Another Institution
Policies, procedures and forms updated to reflect changes described in, Policy Update: Equipment Loan and Transfer with Researcher.
December 2019
- 8.11 Relocation Assistance
The new policies 8.11 Relocation Assistance and related policies, 8.11.1 Relocation Assistance One-Time Moving Payment to the Employee and 8.11.2 Relocation Assistance Reimbursements and Direct Payments to Moving Vendors replace existing employee relocation assistance policies, 8 - Moving Reimbursements for Faculty, Administrators, and Academic Professional Staff and 8.6.8 Pay Professional Movers for Employee Moving Expenses in Section 8 of the Business and Financial Policies and Procedures Manual.
November 2019
- 8.2.2 Request Reimbursement for Items Purchased on Behalf of the University
Corrected dollar amount reporting threshold to $200 in procedural step 3.
October 2019
- 1.5.1 How to Conduct Business Outside the State of Illinois
Removed the phrase "Unites must bear this additional cost" from procedural step #7. The Office of Risk Management no longer charges back to units for this service. - 20 ID Cards, UINs, and Data Services - Responsibilities and Services offered by i-card Programs
Added references to mobile identity credentials and token issuance/usage. - 18.2 Foreign Nationals
Clarified fee information in "Third Party Payments" and "Tax Withholding and Exemptions" paragraphs. - 18.5 Fringe Benefits
Expanded guidance in Bona Fide Business Purpose and Accountable Plan subsections to better describe expectations under TCJA 2017 regulatory changes.
September 2019
- 8.6.2 Request Payment for Honoraria
Added reference to 8.1.4 for guidance on processing cash gifts to employees. - 8.6.4 Request Payment for Cash Gifts, Prizes, and Awards
Added reference to 8.10.4 for additional information, if the recipient is a student. - 20.2.7 Process Cardholder Separation from the University
Clarified that graduating students from UIUC may keep their i-cards as souvenirs. - 8.1.5 Determine the Allowability of Specific Financial Support or Sponsorship Payments to Outside Organizations
Corrected typo in 'Examples of Allowable and Unallowable Financial Support/Sponsorship Payments'.
August 2019
- 18.14 Miscellaneous Tax-Related Policies and Other Information
Updated Tax Return Filing Due Date form, and changed 'University Tax' to 'Tax Compliance and Analysis (TCA).' - 18.5 Fringe Benefits
Corrected typo and other errors.
July 2019
- 15 Travel - Restricted T-Card Purchases and Business Travel - Hotels
T-Card usage allowed for securing accommodations with lodging rental brokers, such as Airbnb.
FY 19
(July 1, 2018 - June 30, 2019)
June 2019
- Moving Reimbursements for Faculty, Administrators, and Academic Professional Staff
Applicability of policy is expanded to include certain civil service staff. - 18.14 Miscellaneous Tax-Related Policies and Other Information
Tax Return Filing Due Date form updated. - 18.13 Unrelated Business Income Tax (UBIT)
Added UBIT templates and updated University Tax to Tax Compliance and Analysis. - 18.6 Sales and Use Tax/Goods and Services Tax
Updated exemption certificate for Washington D.C. and summary of states and Canada. - Payments to Students Webpage
Language updated under "Assistantships" and "Payments to Non-Matriculated Students." - 8.10.3 Payments to Non-Matriculated Students
Language updated in procedure. - 8.1.3 Determine the Allowability of Specific Expenditures - Membership - Airline Clubs and Lounges
Language and required approval updated. - 8.6.12 Participant Support Costs
New policy published related to funding received by departments from various agencies and organizations. The proposed new policy and procedure will detail how payments made to participants of outreach programs and other supporting activities by the University of Illinois System are treated. - Changed ‘Responsibilities’ outlined in the Manual for the position of ‘Assistant Vice President and Controller.'
May 2019
- 7 Purchasing, 12 Property Accounting, and 16 Grants and Research Contracts
Updated manual to reflect State of Illinois's increase of reporting threshold for inventoried equipment from $500 to $1000. - 8 Payments and Reimbursements and 15 Travel
Clery Act reporting requirements updated - 22 Self-Supporting/Revenue Generating Activities - Service and Storeroom Activities - Identifying Costs
Updated fund source under "Funding Service Center Equipment Acquisitions." Updated "University Government Costing" with "System Government Costing." - 22 Self-Supporting/Revenue Generating Activities - Service and Storeroom Activities - Setting Rates
New language added under "Internal and External Customers." - 18.13 Unrelated Business Income Tax (UBIT)
Clarified language in section "Food and Catering Activities." - 18.15 Payments to Employees: Assignment of Income and Constructive Receipt
An example of an irrevocable election to reject assignment of income. - 10 Cash Handling - Responsibilities
Added exception granting delegation to USFSCO.
April 2019
- 18.15 Payments to Employees: Assignment of Income and Constructive Receipt
Minor content updates in the Assignment of Income policy. - 17.2 Classification of Independent Contractors Versus Employees
Updated definition of 'Former or Current Employees'.
- 8.1.2 Determine the Allowability of Serving Alcohol at an Event
Updated 'Allowable Fund Types' with new fund types. - 5.1 Managing Receivables
90 day standard added to the 'Reason for the Policy.' - 8.6.1 Request Direct Payment for Approved Goods and Services
Updated Travel and Expense Management (TEM) Allowable Payments List to include, "Memberships less than $5,000".
March 2019
- 8.1.5 Determine the Allowability of Specific Financial Support or Sponsorship Payments to Outside Organizations
Minor content updates in Funding policy. - 13 Accounting - Account for Financial Activity of Revenue-Generating Events
"All overdrafts should be eliminated within 30 days" added to the procedure for External revenue-generating events. - 18.5 Fringe Benefits
Updated 'Vehicle Cents-Per-Mile Rule' with IRS regulations. - 18.14 Miscellaneous Tax-Related Policies and Other Information
'Tax Return Filing Due Dates' document updated under 'Tax Return Due Dates.' - 8.10 Process Educational Payments to Students
New policy published for governing common types of payments to students, including assistantships, prizes and awards, scholarships, fellowships and grants, research and travel support, and traineeships.
February 2019
- 18.6 Sales and Use Tax/Goods and Services Tax
Updates in Michigan exemption forms under - Purchases from Other States. - 10 Cash handling
An advisory note added in section 10.2.1, 10.2.5, 10.3.3, and 10.4.2, to inform users to download the Department Deposit form for offline use with Adobe Reader/Acrobat. - 13 Accounting - Non-Monetary Exchanges
This new, consolidated policy replaces Identify a Non-Monetary Exchange, Methods of Valuing of Non-Monetary Exchanges, and Report a Non-Monetary Exchange. - 8.5 Vendor Setup and Maintenance
This new policy contains a unified policy statement and procedure for the setup and maintenance of vendor profiles in Banner. This new policy listing replaces 8.5.1 Setup a New Vendor ID in Banner and 8.5.2 Update a Vendor ID in Banner.
January 2019
- 8.6.1 Request Direct Payment for Approved Goods and Services
Replaced the "Direct Pay Exception List" with the new "Travel and Expense Management (TEM) Allowable Payments List." The previous policy "8.6.1 Request Payment for Goods under $500" was replaced with "8.6.1 Request Direct Payment for Approved Goods and Services." - 18.5 Fringe Benefits
Clarified that due to the Tax Cuts and Jobs Act of 2017, the system no longer provides benefits under the qualified transportation fringe exclusion. - 18.3 The University of Illinois Supplemental 403(b) Retirement Plan
Updated contribution limits for CY19. Changed the subsection title to reflect system branding and organization. - 18.9 State of Illinois Employees' Deferred Compensation Plan under Internal Revenue Code §457
Updated contribution limits for CY19. - 18.14 Miscellaneous Tax-Related Policies and Other Information
Uploaded new Tax Return Filing Due Dates document. - 10.4.1 Obtain Approval to Handle Returned Checks
Added the following content to the Policy Statement, “If USFSCO exhausts all reasonable collection efforts (e.g., in-house, outside agency, state offset), and a returned check is uncollectible, it is included in University system-level write-off approvals and protocol. Any unpaid portion of the original returned check amount will be charged back the original unit at the time of write-off.” Uploaded new Returned Check Handling form. - 14.1 Apply for an Internal Loan
Updated loan application forms for each university and removed references to "university OBFS chief business officer". - 14 - Internal Loan Guidelines
Updated reference to money market fund, and contact information.
December 2018
- 18.12 Tax Status and Exemption
Updated form W-9, Request for Taxpayer Identification Number and Certification.
- 18.6 Sales and Use Tax/Goods and Services Tax
Exempt certificate changed for Indiana Department of Revenue. - 8.6.7 Request Payment from a Registered Organization Fund
Updated hyperlink to UIS Student Life Forms & Policies webpage. - 18.12 Tax Status and Exemption
Updated hyperlink to UIUC Handbook for Registered Organizations.
November 2018
- 18.5 Fringe Benefits
Corrected typos and reviewed content.
October 2018
- 12.3.4 Permanently Transfer Equipment with Researcher
Language corrected in the Procedure for step-4, from "...Section 4 of Research..." to "...Section 4 of Request...". - 13 Accounting and 22 Self-Supporting/Revenue Generating Activities
Pertaining to UAFR, removed all references to cfoapalmaintenance@uillinios.edu and replaced it with uas@uillinois.edu - 18.5 Fringe Benefits
Updated Fringe Benefits list with 'Uniforms and Work Apparel' replacing 'Qualified retirement services.' Added new section '8) Uniforms and Work Apparel' under Certain Fringe benefits. - 8.2.4 Provide Justification for Reimbursement Requests Older than 60 Days
Language change in the policy statement for reporting reimbursement requests, more than 60 days after the expenses has occurred. - 8 Payments and Reimbursements - Moving Reimbursements for Faculty, Administrators, and Academic Professional Staff and 18.5 Fringe Benefits
Updated "Taxability of Moving Expense Reimbursements" and "Moving Expenses to clarify that, Effective January 1, 2018, all personal moving expenses reimbursed to or paid on behalf of an employee by the University of Illinois System are considered taxable income to the employee. Units should process moving expense reimbursements the same as other taxable fringe benefits.
September 2018
- 6.1.1 Determine Minimum Insurance Requirements for Vendors
Updated Procedure and related Article 6 documentation to note new workers compensation threshold requirements. - 8 Payments and Reimbursements - Moving Reimbursements for Faculty, Administrators, and Academic Professional Staff
Updated "Taxability of Moving Expense Reimbursements" to reflect that all personal moving expenses reimbursed to or paid on behalf of an employee by the University of Illinois System are considered taxable income to the employee, effective January 1, 2018. - 8 Payments and Reimbursements - Determine the Allowability of Specific Financial Support or Sponsorship Payments to Outside Organizations
Updated 'unallowable service' example to clarify intention. Corrected typo the Procedure. - 18.6 Sales and Use Tax/Goods and Services Tax
Updated Indiana Exemption Certificate. - 22 Self-Supporting/Revenue Generating Activities - Request Approval for Revenue-Generating Activities
Updated Procedure to reflect that, "When applicable, a fully executed contract or an approved contract template must be in place prior to requesting a new self-supporting fund." - 1.5.1 How to Conduct Business Outside the State of Illinois
Updated Policy Statement to clarify the concept of conducting business outside the state of Illinois. - 18.16 Implications of Conducting Business Outside the State of Illinois
Clarified implications/consequences of noncompliance with policy requirements.
- 18.3 The University's Supplemental 403(b) Retirement Plan
Corrected URL for 403(b) vs. 457(b) comparison chart. Updated policy to reflect 2018 Tax Year changes. - 7.4 Cash Purchases
Added a business meals exemption to the Applicability of the Policy. - 18.6 Sales and Use Tax/Goods and Services Tax
Replaced state of Florida exemption certificate with new version. Replaced GLISC list with new version. - 18 Taxes
Added >advisory statement to several subsections that notes, "policy does not reflect changes due to the Tax Cuts and Jobs Act of 2017." - 18.14 Miscellaneous Tax-Related Policies and Other Information
Updated Tax Return Filing Due Dates form. - 18.9 State of Illinois Employees' Deferred Compensation Plan under Internal Revenue Code §457
Updated policy to reflect 2018 Tax Year changes. - 3.1 Adjust a Budget
Updated the Budget Adjustment Request forms.
December 2017
- 13 Accounting
Consolidated policy FAQ with listing on Accounting & Financial Reporting FAQs. - 10 Cash Handling
Updated "Has a shortage" listing on What to do if...
November 2017
- 12 Property Accounting - Remove Data from Electronic Devices
Updated policy to clarify who to contact to determine whether the device contains electronic/magnetic storage media and requires data elimination. - 8 Payments and Reimbursements - Payments to Human Subjects
Published policy and procedural changes for processing payments to human subjects, in Section 8 and Section 18.10 of the Business and Financial Policies and Procedures Manual. Changes to the policy are outlined in a related news announcement. - 4 Payroll
Section updated to incorporate new design standards, including subsection numbering. - 18.12 Tax Status and Exemption
Added the System's EIN establishment date.
October 2017
- 13 Accounting - Account for Financial Activity of Revenue-Generating Events
Published new policy and procedure that provides 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. This guidance applies to both University of Illinois System revenue-generating events as well as external revenue-generating events (in which the university unit is simply hosting/coordinating the event). - 4 Payroll - Process Employee Recognition Awards
Updated policies and procedures related to making employee award payments. This update replaces the content found at “4 Payroll - Make Employee Award Payments in ANA” – now called “4 Payroll - Process Employee Recognition Awards”. - 15 Travel - Determine Approved Use of Department and Motor Pool Vehicles
Updated "Request and Exception" procedure to show that System Offices employees must seek an exception from the senior associate vice president for business and finance. - 8 Payments and Reimbursements - Determine the Allowability of Serving Alcohol at an Event & 8 Payments and Reimbursements - Determine the Allowability of Business Meals and Refreshments
Added policy language to clarify that "alcohol-related service fees" are subject to applicable System-wide and university-specific alcohol policies. - 22 Self-Supporting/Revenue Generating Activities - Request Approval for Self-Supporting Activities
Updates clarify procedural requirements and better explain steps to be taken when seeking approval to begin revenue generating activities and establish a self-supporting fund. The updates also require that, if applicable, a fully executed contract must be in place prior to requesting a new self-supporting fund and before the revenue-generating activity begins. The Banner Fund, Program, and Index Code Request form has been updated to reflect these changes. Additionally, the title of this policy/procedure has been changed from "Request Approval for Self-Supporting Activities" to "Request Approval for Revenue-Generating Activities" to better reflect its applicability. - 11.6 Coding of Fundraising Costs
Updated list NACUBO functions that are used to designate fundraising activities. - 18.6 Sales and Use Tax/Goods and Services Tax
Clarified that purchases of alcohol are not exempt from sales tax in Kansas. - 5 Receivables
Section updated to incorporate new design standards, including subsection numbering. - 11.1 University Gifts
Updated authority/responsibilities to reflect that OBFS, "Reviews non-mandatory fund transfers involving Banner gift funds or Banner endowment income funds." - 14 Investments, Banking, and Internal Loans
Section updated to incorporate new design standards, including subsection numbering.
September 2017
- 19.5 Information Security Policy - The University of Illinois
This policy was removed. Employees should review IT Policies for applicable policies. - 18.6 Sales and Use Tax/Goods and Services Tax
Updated state of Florida tax exemption certificate. - 18.12 Tax Status and Exemption
Added exemptions related to Federal Unemployment Tax Act (FUTA) and State Unemployment Tax Act (SUTA). - 18.6 Sales and Use Tax/Goods and Services Tax
Changed subsection title from "18.6 Sales and Use Tax" to "18.6 Sales and Use Tax/Goods and Services Tax". Information regarding applicable taxes in Canada has been added. Contact information and formatting has been updated. - 14 Investments, Banking, and Internal Loans - Manage Foreign Bank Accounts
Updated procedures related to FBAR Exception.
August 2017
- 7.4 Cash Purchases
Revised policies and procedures in order to maximize the use of contracted University of Illinois System vendors or a University of Illinois System issued P-Card, to minimize payment processing requirements for a purchase, before considering a cash purchase. Clarifies the need to request sales tax exemption. Re-emphasizes the need for unit head approval before making cash purchases. - 6.1.1 Determine Minimum Insurance Requirements for Vendors
Streamlined vendor insurance requirements for lower risk purchases while still protecting the University of Illinois System. The updated Minimum Insurance Requirements found in the Risk Management Insurance Matrix divide insurance requirements into 3 tiers: Tier 1- High Risk, Tier 2- Medium Risk, Tier 3- Low Risk. - SB8 Policy Updates
Published various updates related to Procurement Code changes because of Senate Bill 8. - 11.11 Establishment of Quasi-Endowments
Added “occupational health service” to list of funds eligible to be established as quasi-endowments. - 18.6 Sales and Use Tax
Removed outdated navigational links - 13 Accounting
Updated "Account Code Search" hyperlinks found in various Additional Resources lists. - 8 Payments and Reimbursements - Determine the Allowability of Specific Financial Support or Sponsorship Payments to Outside Organizations
This new stand-alone policy and procedures replace existing information found in Section 8 related to financial assistance payments.
July 2017
- 4 Payroll and 18 Taxes
Updated income tax rate for the state of Illinois to 4.95%. - 8 Payments and Reimbursements - Determine the Allowability of Business Meals and Refreshments
“Tips up to a maximum of 20% of the total cost is reimbursable. T-Card payments of tips in excess of 20% of the total cost may be subject to deduction of the excessive T-Card charges from the Cardholder’s wages.” - 7.7 Procurement Conflicts of Interest
The Office of Business and Financial Services has published a new policy section, 7.7 Procurement Conflicts of Interest in the Business and Financial Policies and Procedures Manual. This new policy and procedural information requires review of information disclosed by employees under the Report of Non-University Activity process as well as financial information disclosed by vendors in accordance with Sections 50-13 and 50-35 of the Procurement Code to determine if a prohibited or potential conflict of interest exists. Additional subsections included in this new policy describe prohibited conflicts of interest, potential conflicts of interest, conflict of interest review process, and the purchase order hold process. - 18.6 Sales and Use Tax
Updated State/Canada Registration Information for Collection Sales and Use Tax/GST chart.
FY 17
(July 1, 2016 - June 30, 2017)
June 2017
- 18.2 Foreign Nationals
Complete review of the policy/procedure content. Corrected outdated university nomenclature and contact information. Corrected outdated hyperlinks and IRS citations. Clarified unit and individual expectations for processing foreign national documentation. Updated Foreign Source Income content. - 18.12 Tax Status and Exemption
Added "Chicago Amusement Tax" to Municipal Taxes and Fees subsection, and related guidance letter. - 10.1.2 Implement Internal Controls for Handling Cash and/or Checks
Updated procedure to show that cash shortages should be reported to your manager. Clarified that cash drawers should only be accessible to assigned cashier. - 10.3.2 Deposit Foreign Checks with University Bursar
Clarified procedural information on adjusting accounts when checks are processed. - 10.2.5 Reconcile Cash Receipts Daily
Clarified policy requirement that proper reconciliation requires segregation of duties.
May 2017
- 8 Payments and Reimbursements - Determine the Allowability of Gifts, Prizes, and Awards to Individuals
Updated "Allowable Funds" to clarify that, "self-supporting (when related to the generation of the fund’s revenue)" are allowed. Also clarified program code requirements for state and institutional funds. - 8 Determine the Allowability of Specific Expenditures
Added "self-supporting (when related to the generation of the fund’s revenue)" as an allowable fund type for purchasing Postage Stamps. - 12 Property Accounting - Disposal of Firearms
Published an updated policy statement and procedures to reflect new processes for handling the disposal and/or trade in of unwanted firearms. - 1.3.2 Initiation, Review, and Approval of University Contracts and Leases
Added a new subsection, "UIUC – Facility Use Agreement – research space or specialized equipment". Updated content related to, "UIUC - Technical Testing Services Agreement". Clarified existing approval and review information. - 18.2 Foreign Nationals
Updated the Foreign Source Income chart. Provided an example for determining the source of scholarships/fellowships/grants. - 18.12 Tax Status and Exemption
Added the University of Illinois System's exemption from the Chicago checkout bag tax. - 18.12 Unrelated Business Income Tax (UBIT)
Removed information regarding rules pertaining to state of Illinois net operating losses. - 20 ID Cards, UINs, and Data Services - Responsibilities
Updated titles of delegates. - 7.2 Restricted Items and Purchases Requiring Special Approval
Removed reference Urbana-Champaign reference to CAM policy regarding standards for printed stationary materials. - 15 Travel - T-Card Roles and Responsibilities
Updated document to include existing expectations for DCM and Cardholders. DCMs must, "Verifies and ensures all T-Card transactions are reconciled/processed in TEM to post to Banner in a timely manner, including transactions for employees who leave the University or change home unit". Cardholders must, "Documents all T-Card purchases in TEM within 20 business days".
April 2017
- 10 Cash Handling - Definitions
Added "Stale Dated Check" and "Postdated Check" to list of definitions.
March 2017
- 18.6 Sales and Use Tax
Updated Sales to Clients in Other States chart. - 7.2.3 Purchases below the Small Purchase Limit (Small Purchases)
Updated Small Purchase Waiver form. - 14 Internal Loan Guidelines
Updated total loan amount limitations. - 14 Apply for an Internal Loan
Updated leadership titles and loan agreement forms. - 18.6 Sales and Use Tax
Changes to clarify and remind employees that the University of Illinois System is exempt from sales and use taxes when purchasing goods for official System business in the state of Illinois and several other states. - 18.6 Sales and Use Tax
Added "telecommuting agreements" to the list of requirements that may need to be addressed prior to conducting business outside the state of Illinois. - 1.5.1 How to Conduct Business Outside the State of Illinois
Updated unit contact information. - 18.7 Hotel Operators' Occupation Tax
Updated tax rate and reporting information. - 22.1 Contracts for Revenue Generating Activities
Clarified standard for affixing signatures. Updated unit contact information.
February 2017
- 4 Payroll - Submit Taxable Fringe Benefit Payments
Corrected fringe benefit resource documents and updated procedural steps regarding completion of "Fringe Benefit Report Template" form. - 18.12 Tax Status and Exemption
Moved section behind password authentication. - 14 Manage Foreign Bank Accounts
Updated tax filing dates.
January 2017
- 7.6 The University Purchasing Card (P-Card)
Minor updates to the "P-Card Authorization Agreement and Application" form. - 18.6 Sales and Use Tax
Updated "Summary of States and Exemption Numbers" list. - 1 Introduction to Business and Financial Functions at the University of Illinois - How to Conduct Business Outside the State of Illinois
Updated contact information for University Payroll and Benefits. - 18.12 Tax Status and Exemption
Updated Registered Student Organization (RSO) exclusions to include sales tax exemptions. - 7.2 Purchasing Goods and Services
Changes to 7.2 Purchase of Goods & ServicesChanges made throughout Section 7.2- Removed the term "bid limits" and replaced with "competitive solicitation threshold" or "small purchase limit" as applicable.
7.2 - Overview
- Updated delegation of purchase authority section
- Ethical Purchasing Practice was updated to reference the State Officials and Employee Ethics Act and the Illinois Procurement Code. The descriptions of possible gratuities were removed because they were not all encompassing.
7.2.1 - Competitive Solicitation Process
- Defined the shared responsibility between a unit and Purchasing in defining requirements for a competitive solicitation.
- Consolidated Board of Trustee approval requirements.
7.2.2 - Exceptions to the Competitive Solicitation Process
- Added "Gifts or Bequests" to the list and referenced Section 11 of the OBFS Policy & Procedure Manual.
7.2.3 - Purchases below the Small Purchase Limit (Small Purchases)
- Added requirements to demonstrate competition in the small purchase selection process.
- Described how multiple quotes will be required for a purchase that is greater than $10,000.
- Recommendation to solicit quotes from Business Enterprise Program (BEP) certified vendors, Small Business Set-Aside Program Vendors, or State-Use - Sheltered Workshops when available.
- Created a Small Purchase Waiver form for purchases where competition cannot be demonstrated or when a small purchase is required from other than lowest-price vendor.
Restricted Items and Purchases Requiring Special Approval
- Pure Alcohol - consolidated the requirements for purchasing.
- Electronic Services & Computer Software - Updated this subsection to address the following:
- Identified computer software and electronic services as restricted purchases if the purchase is being made with a Purchasing Card (P-Card).
- Updated the Electronic Services Purchased by P-Card & Software Purchase by P-Card forms to address Accessibility concerns.
- Gift Cards/Gift Certificates - removed the requirements for Gift Cards/Gift Certificates and referenced Section 8 for additional information.
- Postage Stamps - added a reference to Section 8 for payment of Postage Stamps.
- Furniture and Fixtures - this subsection was removed and updated in its entirety to include:
- Recommended use of Illinois Higher Education Cooperative furniture contracts.
- Description of Purchasing's involvement for furniture purchases that exceed the small purchase limit.
- Consolidation of the requirements for reviewing surplus for potential furniture requirements prior to purchase.
- Printing Services - this subsection was removed and updated in its entirety to include:
- Recommended use of University printing offices for printing services.
- Consolidation of the requirements for print service vendors to pay prevailing wages.
- Consolidation of the requirements for the use of soybean oil-based inks for printing services.
- Removal of the requirements for use of soybean oil-based inks for printing services (as these requirements are addressed in the standard purchase order terms and conditions).
- Reaffirms the requirements to obtain soybean oil-based ink and prevailing wage forms for purchases made using a P-Card.
- Consolidation of the requirements for print services paid for using State funds.
- Equipment Loaned to the University - Updated to contact Purchasing due to the varying nature and complexity of loaned equipment agreements.
- Freight - This section was updated to address the following:
- Recommends that pricing include shipping from the Vendor.
- Requires that units facilitate payment of third-party freight vendors through Travel and Expense Management (TEM).
- Expediting - This section was removed in its entirety because it did not provide any information relevant to expediting that was not addressed elsewhere in the OBFS Policy and Procedures Manual.
Updated Forms
- Small Purchase Waiver form
- Electronic Services Purchased by P-Card form
- Software Purchase by P-Card form
December 2016
- 18.6 Sales and Use Tax
Updated "Summary of States and Exemption Numbers" list.
November 2016
- 18.12 Tax Status and Exemption
Updated Registered Student Organization (RSO) exclusions to include sales tax exemptions. - 1 Introduction to Business and Financial Functions at the University of Illinois - How to Conduct Business Outside the State of Illinois
Updated contact information for University Payroll and Benefits.
October 2016
- 18.6 Sales and Use Tax
Added new "Transportation and Delivery Costs (Shipping and Handling Charges)" and "Electronically Delivered Information" topics. Removed markup over cost in "Sales of Service" topic. - 15 How Your Personal Insurance Becomes Involved in a Claim
Updated hyperlinks for "State of Illinois Self-Insured Motor Vehicle Liability Plan". - 1 Introduction to Business and Financial Functions at the University of Illinois - How the University Measures the Financial Health of Units
Updated UA Business Plan to Eliminate Deficit form. - 18.12 Tax Status and Exemption
Updated "IRS Exemption Letter". - 1 Introduction to Business and Financial Functions at the University of Illinois - Initiation, Review, and Approval of University Contracts and Leases
Added AVP for Procurement Services as individual authorized to approve exceptions to standard contract templates. - 11.11 Establishment of Quasi-Endowments
Updated hyperlinks to "Endowment Request for University Quasi-Endowments" and "Endowment Withdrawal Request for University Quasi-Endowments" forms.
September 2016
- 18.10 Human Subject Payments
Updated withholding information relating to income tax and Medicare. - 18.5 Fringe Benefits
Updated withholding information relating to income tax and Medicare. - 22 Self-Supporting/Revenue Generating Activities - Collect and Report Sales and Use Tax
Published updated and revised policy and procedure, which addresses commonly asked questions and clarifies a unified University-wide reporting requirement. - 18.2 Foreign Nationals
Updated Resources for Foreign National Payments, removed Certified Accepting Agent reference, updated Foreign Source Income note, and updated Payments to Foreign Entities - W8 requirements. - 21 Merchant Cards
Updated Additional Resources listed in several procedures, and updated Who To Ask information. - 1 Introduction to Business and Financial Functions at the University of Illinois - How the University Measures the Financial Health of Units
Added updated UA Business Plan to Eliminate Deficit form. - 18.12 Tax Status and Exemption
Added an IRS Affirmation Letter to Federal Taxes section.
August 2016
- 11.11: Raffle Winnings
Updated contact information regarding raffle licenses. - 11.3: Campus Processing of Gifts
Updated contact information for, "Processing Estates, Trusts, and Other Beneficiary Arrangements". - 18.14: Miscellaneous Tax-Related Policies and Other Information
Updated, "Foreign Bank Account and Currency Requirements" overview, and information for LLC-related information. - 16.4.2: Technical Testing Services Agreement
Changed "revolving fund" terminology to, "self-supporting fund". - 13 - Accounting: Process Revenue and Expense Transfers and Corrections
Corrected out-of-date grants and contacts references to correct Section 16, Cost Transfers information. - 21: Merchant Cards - Accept Cards for Payment
Updated, "Card Acceptance Guidelines" document.
July 2016
- 11.1 & 11.2: Gifts and Endowment
Updated processing unit names and contact information. - 18.14: Miscellaneous Tax-Related Policies and Other Information
Updated "Tax Return Filing Due Dates" document. - 18.6: Sales and Use Tax
Added Missouri to the "Sales to Clients in Other States" list. Updated the "States Registered to Collect Sales/Use Tax" list. - 1 Introduction to Business and Financial Functions at the University of Illinois
Published redesigned and updated version of Section 1.
FY 16
(July 1, 2015 - June 30, 2016)
June 2016
- 16 - Grants and Research Contracts: Sponsored Projects Cost Transfers
Published new, "Cost Transfers" topic, which replaces existing campus supplements 16.1.2, 16.1.6, and 16.1.7. - 18.12: Tax Status and Exemption
Added new "Food and Beverage Tax" guidance. Updated "Hotel Operators' Occupation Tax" policy content. - 18.7: Hotel Operators' Occupation Tax
Updated policy content with new rates and legal citations. - 13 - Accounting: University Funds
Published updated "University Funds" page. - 11.10: Expenditure of Gift Funds
Removed "NACUBO vs. Donor Intent" file. - 15 - Travel: University Motor Vehicles
Corrected Forms Used in this Procedure section to show that "Departmental Driver Approval" form is required on all campuses. - 16 - Grants and Research Contracts: Sponsored Projects Cost Principles
Published new, "Cost Principles" topic, which replaces existing campus supplements 16.1.1 and 16.4.1.
May 2016
- 8 - Payments and Reimbursements: Request Payment by Wire Transfer
Updated content to remove ACH option and to reflect current processes. - 8 - Payments and Reimbursements: Request Reimbursement for Items Purchased on Behalf of the University
Updated procedures to reflect new TIN reporting requirements. - 22 - Self-Supporting/Revenue Generating Activities: Account for Study Abroad and Unique Instructional Activities
Updated policies and procedures to clarify processes and guidelines. - 18.5: Fringe Benefits
Added new definition of "Bona Fide" business expense. Also added references to IRS publications and other OBFS policies. - 11.3: Campus Processing of Gifts
Updated information on "Processing Gifts-in-Kind" to reflect current processes. - 21 - Merchant Cards: Sell Gift Cards
Added Banner account code to use when reducing the deferred revenue from a gift card sale. - 7.6: The University Purchasing Card (P-Card)
Updates to policy including; Prohibited Purchases, Restricted Purchases, program administration hierarchy and roles, and UPAY Card Services Due Diligence. - 15: Travel
Updates to policy including; program administration hierarchy and roles, Restricted T-Card Purchases grid, Removal of "Conference registration" from the list of Prohibited T-Card Purchases, and Outlined documentation requirements to purchase premium transportation.
April 2016
- 18.5: Fringe Benefits
Added link to IRS Publication 463 and other OBFS policies. - 18.6: Sales and Use Tax
Updated Washington, D.C. Tax Exemption Certificate. - 18.11: Raffle Winnings
Added reference to reporting requirements and other OBFS policies.
March 2016
- 1 Introduction to Business and Financial Functions at the University of Illinois: Comply with Anti-Bribery Laws
Published new policy, "Comply with Anti-Bribery Laws". - 1.8: Conducting Business Outside the State of Illinois
Section title changed from "Establishing Entities Outside the State of Illinois" to "Conducting Business Outside the State of Illinois. Procedures updated to reflect current process. - 6 - Insurance: Report a Claim for Property Damage
Updated procedures to clarify process, based on type of property and how it became damaged.
February 2016
- 18.5: Fringe Benefits
Updated, "Vehicle Cents-Per-Mile Rule". - 18.6: Sales and Use Tax
Updated, "Report of Sales" content to include reference to Section 22. - 18.12: Tax Status and Exemption
Added a new topic, "Food and Beverage Tax". - 4 - Payroll: Submit Taxable Fringe Benefit Payments
Added new content clarifying withholding rates for taxable tuition benefits. - 22.4.2: Urbana-Champaign Services Activities
Updated Setting Rates - Subsidies content to outline second available procedure.
January 2016
- 10 - Cash Handling
Updates to Petty Cash Funds and Change Funds policies and procedures related to USFSCO's new online forms and processes. - 11.3: Campus Processing of Gifts
Added new content, "Processing Estates, Trusts, and Other Beneficiary Arrangements". - 15 - Travel: University Motor Vehicles
Uploaded new "Departmental Driver Approval" and "Car Release Order" forms.> Updated campus-specific processes related to forms. - 18.3: The University's Supplemental 403(b) Retirement Plan
Corrected hyperlinks to IRS documents, and updates to identify CY16. - 18.5: Fringe Benefits
Posted new CY16 taxable fringe benefits limitation amounts. - 18.6: Sales and Use Tax
Updated summary of GLISC tax exemption list. - 18.9: State of Illinois Employees' Deferred Compensation Plan under Internal Revenue Code §457
Added new descriptions of pre-tax and post-tax options for State of Illinois Employees' Deferred Compensation Plan. Additional updates to identify CY16. - 18.1: Certifying Acceptance Agent
Section discontinued because the University ended its Certifying Acceptance Agent (CAA) agreement with the IRS.
December 2015
- 8 - Payments and Reimbursements: Mobile Communications
Updated policies and procedures to reflect new campus-specific processes. - 18.6: Sales and Use Tax
Updated Sales to Construction for Exempt Organizations content. Updated "Contractor's Exempt Purchase Certificate" form.
November 2015
- 15 - Travel: University Motor Vehicles
Changed UIC "Transportation Office" to "Campus Auto Rental Service". - 1.7: College and Administrative Unit Compliance with Required Fiscal and Administrative Control Standards
Added "UA Business Plan to Eliminate Deficit" form. - 8 - Payments and Reimbursements: Determine Allowability of Serving Alcohol at an Event
Removed reference to P-Card and added advisory text regarding other campus policies/requirements.
October 2015
- 11.7: Make a Donation in Support of Your Own Program
Updated policy and procedure to reflect recent Illinois regulatory changes. - 1: Initiation, Review, and Approval of University Contracts and Leases, Section 8: Payments and Reimbursements, Section 17.1: Consultants and Other Contractors for Services
Contract Template Threshold Increase and Additional Template Updates - 18.1: Certifying Acceptance Agent
Updated content to reflect that the University is discontinuing our Certifying Acceptance Agent (CAA) agreement with the IRS, effective January 1, 2016.
September 2015
- 18.2: Foreign Nationals
Updated Foreign National Payment form information.
August 2015
- 16 - Grants and Research Contracts: Sponsored Projects Program Income
Published new, "Program Income" topic. - 20: ID Cards, UINs, and Data Services
Removed reference to TCF bank on "What to do if…" webpage. TCF is no longer the University's student banking partner. - 10 - Cash Handling
Updated section table of contents order. Created a new definition, Cash Handling Unit (CHU). Updated "Obtain Approval as a Cash Handling Unit" procedure, by adding reference to 'official CHU'.
July 2015
- 8 - Payments and Reimbursements: Determine Allowability of Specific Expenditures
Published new allowability guidance section, "Financial Assistance to Non-University Entities". - 2 - Agency Funds
Published new procedures, "Process a Transaction between the University and the owner of an Agency Fund" and "Expend Agency Funds on Behalf of Owner". - 16 - Grants and Research Contracts: Sponsored Projects Subawards
Published new, "Subawards" topic. - 18.12: Tax Status and Exemption
Updated federal excise tax form/certificate content. - 18.14: Miscellaneous Tax-Related Policies and Other Information
Updated, "Tax Return Filing Due Dates" document.
Last Updated: May 9, 2025