Business Office

Affiliated departments and school


Job Aids for Frequently used SCS Processes

The list items below will become links to pdfs as they become available

  1. How to search for documents we create 

Postdoc Recruiting

  1. U of I Employee hosting recruit, employee personally paid
    purpose: Employee Travel/Meal reimbursements and T-card charges
    expense item/type: Business Meals-Breakfast/Lunch/Dinner/Refreshments
    Note: If grant fund will be used for Post Doc portion – Purpose: Employee Miscellaneous Expense Reimbursement Expense item/type: 141801 – Recruiting Expenses
  2. [T-Card] U of I Employee hosting recruit, employee paid using their T-card
    purpose: Employee Travel/Meal reimbursements and T-card charges
    expense item/type: Business Meals-Breakfast/Lunch/Dinner/Refreshments
  3. Recruit paid and is seeking reimbursement from Illinois
    purpose: Temp Vendor Payments*
    expense item/type: 141801-Recruiting Expenses

Graduate Student Recruiting (Job aids web page)

Seminar Speakers

  1. U of I Employee hosting speaker, employee personally paid
    purpose: Employee Travel/Meal Reimbursements and T-card Charges
    expense item/type: Business Meals-Breakfast/Lunch/Dinner/Refreshments
  2. [T-Card] U of I Employee hosting speaker, employee paid using their t-card
    1. Airfare
      purpose: Arranged Travel for Non-Employees (T-card)
      expense item/type: Non Employee Airfare
    2. Meal
      purpose: Employee Travel/Meal Reimbursements and T-card Charges
      expense item/type: Business Meals-Breakfast/Lunch/Dinner/Refreshments
    3. Lodging
      purpose: Arrange Travel for Non-Employees (T-card)
      expense item/type: Lodging
  3. Speaker paid and is seeking reimbursement from Illinois
    purpose: Temp Vendor Payments*
    expense item/type: Non Employee (several options to choose from)
  4. Honorarium Payment to speaker 
    purpose: Misc Payment-Vendors, Non-employees and Students
    expense item/type: 154100-Consultants and Honoraria

**NOTE** If a check is to be picked up, form must say DO NOT MAIL (or DNM) in the Report Title (and as many places as possible) and the Special Handling dropdown should show "Pickup Check at UIUC". The individual completing the Expense Report must put their name on the form. There is a place on the TEM form for you to add your phone number. This information should also be included as an item note.**

Business Meals

  1. U of I Employee hosting activity, employee personally paid
    1. < 20 attendees
      purpose:Employee Travel/Meal Reimbursements and T-card Charges
      expense item/type: Employees Only Business Meals-Breakfast/Lunch/Dinner/Refreshments
    2. ≥ 20 attendees
      purpose:Employee Travel/Meal Reimbursements and T-card Charges
      expense item/type: Other Meals/Receptions (More than 20 People)
      Documentation Requirements for Meetings/Events: (More than 20 People, to Meet IRS Requirement) If meals or refreshments are provided for a group of more than twenty participants, the following information must be retained in T-Card documentation, stated on the Purchase Order, or filed with the reimbursement request:
      • affiliation of attendees to the University (or reason for attending the meeting)
      • bona fide business purpose of the meeting/event
      • total amount per person
  2. [T-card] U of I Employee hosting activity, employee paid using their t-card
    1. < 20 attendees
      purpose:Employee Travel/Meal Reimbursements and T-card Charges
      expense item/type: Employees Only Business Meals-Breakfast/Lunch/Dinner/Refreshments
    2. ≥ 20 attendees
      purpose:Employee Travel/Meal Reimbursements and T-card Charges
      expense item/type: Other Meals/Receptions (More than 20 People)
      Documentation Requirements for Meetings/Events: (More than 20 People, to Meet IRS Requirement) If meals or refreshments are provided for a group of more than twenty participants, the following information must be retained in T-Card documentation, stated on the Purchase Order, or filed with the reimbursement request:
      • affiliation of attendees to the University (or reason for attending the meeting)
      • bona fide business purpose of the meeting/event
      • total amount per person
  3. Payment directly to vendor
    purpose: Misc Payment-Vendors, Non-employees and Students
    expense item/type: 142500-Meals / Reception

Business Travel - Employee

  1. U of I Employee support admin proxying for traveler, traveler personally paid
    purpose: Employee Travel/Meal Reimbursements and T-card Charges
    expense item/type: varies
  2. [T-CARD] U of I Employee support admin proxying for traveler, employee paid using their t-card
    purpose: Arranged Travel - Employees (T-card)
    expense item/type: several valid options to select from
NOTE: If you happen to use the T-Card instead of the P-Card for conference registration, use a substitute expense, indicate in the Notes that the charge is prohibited (P-Card should have been used) and that alternate expense account is being used to post the charge. Also, please note that you or the business office will need to process a Journal Voucher (JV) to move the charge to the appropriate account.

NOTE: The policy stating that purchases of airfare with a Travel Card (T-Card) must be made from one of the contracted travel agencies has changed. As of May 15, 2013, the University is no longer enforcing this requirement. Purchase of airfare may be made using a T-Card from any vendor that offers the needed itinerary at the most economical price.

Participant Support

  1. Payments to participants
    purpose: Employee Travel/Meal Reimbursements and T-card Charges
    expense item/type: 149110-Participant support costs
  2. Payments to participants – non-UI employee or student employee
    purpose: Temp Vendor Payments*
    expense item/type: 149110-Participant support costs

Moving Expense

  1. New employee (with UIN) reimbursement
    purpose: Employee Misc Expense Reimbursement
    expense item/type: Choose moving, airfare, etc. from dropdown menu.
  2. New employee (no UIN) reimbursement or vendor payment
    purpose: Misc Payment - Vendors, Payments, Non-employees, and Students
    expense item/type: 145800-Employee Moving Expense

PASSPORTS & VISAS For travel purposes:

  1. Passport/Visa fees paid by employeepdf icon
    purpose: Employee Travel/Meal Reimbursement & T-Card Charges
    expense type:Passports & Visas
  2. Passport/Visa Fees paid by T-Card
    expense type: Passports and Visas
  1. Health Insurance Reimbursement - Postdoc
    purpose: Employee Misc Expense Reimbursement
    expense type:149101 Health Prem Reimb-Post Docs

*Note: The "Temp Vendor Payments" purpose can only be used for payments meeting the following criteria:

  1. Refunds of any kind
  2. Non-employee reimbursements
  3. Payments to human subjects totaling less than $100.00 in a calendar year

University of Illinois at Urbana-Champaign
Business Office
School of Chemical Sciences
340 Noyes Lab
MC-712 Box D-3
600 South Mathews Ave.
Urbana, IL 61801
Hours:
Monday thru Friday
8:00 a.m. to 4:30 p.m.
Please send comments and suggestions to:
scs-procreimb [at] scs [dot] illinois [dot] edu


For accounting and grants questions, contact
scsgrants [at] scs [dot] illinois [dot] edu