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  • Open Comment Period: August 17 - September 8, 2017

    In this Open Comment Period: Section 8 - Payments to Human Subjects and Section 18.10

    Welcome!

    In this Open Comment Period we present updated policy and procedural information for processing payments to human subjects, in Section 8 and Section 18.10.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: August 7 - August 18, 2017

    In this open comment period: 13 – Accounting: Account for Financial Activity of Revenue-Generating Events

    Welcome!

    In this Open Comment Period we present new policy and procedural information to provide 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.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: July 12 - July 26, 2017

    Welcome!

    In this Open Comment Period we present updated policy information for sponsored project effort reporting at the University of Illinois at Chicago.

    The details of the policies related to effort reporting and the procedures for certifying effort vary by university. The information posted in this blog post applies only to the University of Illinois at Chicago.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: June 12 - 23, 2017

    In this Open Comment Period:

    7.7 – Procurement Conflicts of Interest

    Welcome!

    In this Open Comment Period we present new policy and procedural information to review 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.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: June 9 - June 23, 2017

    In this Open Comment Period: Section 4 - Process Employee Award Payments

    Welcome!

    In this Open Comment Period we present updated policy and procedural information for processing employee award payments.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: May 17 - June 2, 2017

    In this Open Comment Period:

    Section 8 – Determine the Allowability of Specific Expenditures Financial Assistance and Sponsorship Payments to Outside Organizations

    Welcome!

    In this Open Comment Period we present updated policy and procedural information for processing financial assistance and sponsorship payments to outside organizations.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: April 27 - May 12, 2017

    Welcome!

    In this Open Comment Period:

    Section 8 – Determine the Allowability of Business Meals and Refreshments (Business Meal Tips)

    Section 7.4 – Cash Purchases

    In this Open Comment Period we present updated policy and procedure information for procurement and payment related policies.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: March 23 - April 21, 2017

    In this Open Comment Period: Section 8 - Payments to Human Subjects and Section 18.10

    Welcome!

    In this Open Comment Period we present updated policy and procedural information for processing payments to human subjects, in Section 8 and Section 18.10.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: October 24 - November 4, 2016

    In this Open Comment Period: Section 7.2 - Purchase Goods and Services

    Welcome!

    In this Open Comment Period we present updated policy and procedural information for purchasing goods and services, in Section 7.2 - Purchase Goods and Services.

    The changes were made to incorporate the requirements for small purchase competition now required under Section 4.2020 of the Higher Education Procurement Rules.  Additional changes are proposed throughout Section 7.2 to update all subsections. Updates also include a new Small Purchase Waiver form, and changes to the Electronic Services Purchased by P-Card form and Software Purchase by P-Card form.

    Adopted changes to Section 7.2 - Purchase Goods and Services will have an effective date of January 1, 2017.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: August 3 - August 12, 2016

    In this Open Comment Period: Section 22 - Collect and Report Sales and Use Tax

    Welcome!
    In this Open Comment Period we present updated policy and procedural information for collecting and reporting sales and use tax, in Section 22: Self-Supporting/Revenue Generating Activities. These updates reflect customer input and provide changes to help address common questions and clarify existing requirements.

    In addition, the updated policy will now reflect uniform reporting requirements among the three campuses.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: June 21 - June 24, 2016

    In this Open Comment Period: Section 16 - Sponsored Projects Cost Transfers

    Welcome!
    In this Open Comment we present redesigned policy and procedural information for the policy topic Sponsored Projects Cost Transfers, in Section 16: Grants and Research Contracts, which will replace existing campus supplements 16.1.2, 16.1.6, and 16.1.7. The redesigned topic includes Cost Transfers policies, procedural steps for how to Process Cost Transfers for Sponsored Projects, and information on Types of Cost Transfers, Cost Transfers Principles and Expectations, Policy Exceptions, and Frequently Asked Questions.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: May 4 - May 13, 2016

    In this Open Comment Period: Section 16 - Sponsored Projects Cost Transfers

    Welcome!
    The Federal Office of Management & Budget (OMB) issued Federal policy CFR Title 2 Part 200 – Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (also called OMB Uniform Guidance). The Office of Business and Financial Services (OBFS) must update University business and financial polices and procedures to be consistent with these federal regulations. The following are proposed updates relating to sponsored project cost principles. This new policy topic section will replace Sections 16.1.2, 16.1.6, and 16.1.7.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: April 27 - May 6, 2016

    In this Open Comment Period: Updates to Section 7.6 - The Purchasing Card and Section 15: Travel

    The Office of Business and Financial Services (OBFS) proposes to update policies and procedures related to the P-Card and T-Card. A synopsis of the proposed changes is listed below, along with PDF documents that include updated content. You will find the significant changes outlined with a red box.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: February 10 - February 24, 2016

    In this Open Comment Period: Comply with Anti-Bribery Laws

    Welcome!
    In this open comment period the Office of Business and Financial Services and the University Ethics and Compliance Office present a proposed addition to the OBFS Policies & Procedures Manual - Comply with Anti-Bribery Laws.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: August 19 - September 2, 2015

    In this Open Comment: Make a Donation in Support of Your Own Program

    Welcome!
    The Office of Business and Financial Services, Office of the Vice President for Research, and the University of Illinois Foundation are proposing updates to Section 11.7: Gifts and Endowments - Donations from Employees in Support of Their Own Programs, and the Employee Donor Agreement form. These modifications are being proposed due to a variety of reasons, including recent Illinois regulatory changes, and other factors. Proposed updates include:

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: July 15 - July 29, 2015

    In this Open Comment: Section 16 - Program Income

    Welcome!
    The Federal Office of Management & Budget has issued new Federal policy CFR Title 2 Part 200 – Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (also called OMB Uniform Guidance). The Office of Business and Financial Services (OBFS) must update University business and financial polices and procedures to be consistent with new federal standards. The following are proposed updates relating to program income.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: June 24 - July 8, 2015

    In this Open Comment: Mobile Communications Policy Changes

    Welcome!
    In this open comment period we present proposed updates to policy and procedures for mobile communications. Changes to the policy and procedures include:

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: June 22 - July 2, 2015: Section 2: Agency Funds - Polices for Managing Fund Type 9D Funds (UPDATE)

    Please Note: The following paragraph is a proposed addition to the existing "Section 2: Agency Funds - Policies for Managing Fund Type 9D Agency Funds" subsection.

    Money Held for Individuals – The University will not hold personal funds of individuals as a fund type 9D agency fund unless addressed separately in University policy, such as in support of study abroad programs.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: June 22 - July 2, 2015: Section 2: Agency Funds - Process a Transaction between the University and the Owner of an Agency Fund

    Before You Begin
    Transactions between the University and owners of agency funds held by the University must follow the same processes established for transactions between the University and other external parties, unless addressed elsewhere in University policy.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: June 22 - July 2, 2015: Section 2: Agency Funds - Expend Agency Funds on Behalf of Owner

    Please note that in addition to the policy, there is also a new form to review. Please use the link at the bottom to view the form.

    Before You Begin
    University units serving as liaisons between the University and owners of money held in agency funds are responsible for expending agency funds at the request of the fund owner. They accomplish this by submitting transactions to initiate the expenditure and retaining documentation needed to support the expenditure.  Since these funds are not owned by the University:

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: June 22 - July 2, 2015

    WELCOME!
    In this Open Comment Period we present three proposed additions to the OBFS Policy & Procedures Manual - Section 2: Agency Funds. Two of these proposed additions - Process a Transaction between the University and the Owner of an Agency Fund and Expend Agency Funds on Behalf of Owner are new topics for the section. All three processes apply to General Purpose agency fund type 9D.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: June 5 - June 16, 2015

    In this Open Comment: New Contract for Procurement of Services under $10,000

    The Office of Business and Financial Services (OBFS) is planning to replace the Professional & Artistic under $5000 Contract Template with a new Procurement of Services under $10,000 contract template. This template is for non-recurring purchases that allows the Department Head to sign the unmodified template as a Comptroller Delegate and submit the contract for payment through Travel Expense Management (TEM).

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: June 2 - June 12, 2015

    In this Open Comment: Section 16 - Sponsored Project Subawards

    The Federal Office of Management & Budget has issued new Federal policy CFR Title 2 Part 200 – Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (also called OMB Uniform Guidance). The Office of Business and Financial Services (OBFS) must update University business and financial polices and procedures to be consistent with new federal standards. The following are proposed updates relating to the sponsored project subawards.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: May 4 - May 15, 2015

    In this Open Comment: Section 22 - Charge Self-Supporting Goods and Services to Sponsored Project Funds

    A new policy and procedure will be in place for charging self-supporting goods and services to sponsored project funds. This change is to comply with the new policy from the Federal Office of Management & Budget, titled "Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards" (also called OMB Uniform Guidance). Please review the new section titled "Charge Self-Supporting Goods and Services to Sponsored Projects" and provide comments.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: April 27 - May 8, 2015

    In this Open Comment: New Process for Amazon Purchases

    On February 1, 2015, Amazon started charging state of Illinois sales tax on purchases made by all Illinois customers. Because the University is exempt from Illinois sales tax, any business related Amazon purchases made by University units should not be charged Illinois sales tax. To accommodate this exemption and avoid unintended misuse of the University's state of Illinois sales tax exemption for personal Amazon purchases, the University proposes to establish a centrally managed Amazon business account for University-wide use.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: March 30 - April 13, 2015

    In this Open Comment: Section 16 - Sponsored Project Closeout

    The Federal Office of Management & Budget has issued new Federal policy CFR Title 2 Part 200 – Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (also called OMB Uniform Guidance). The Office of Business and Financial Services (OBFS) must update University business and financial polices and procedures to be consistent with new federal standards. The following are proposed updates relating to the sponsored project closeout process.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: March 9 - March 23, 2015

    In this Open Comment: Section 8 - Determine the Allowability of Specific Expenditures

    Campus administrative and other units are requesting policy and procedures that would authorize the University to make sponsorship payments and financial assistance awards to outside entities under certain circumstances. Current policy addresses gifts, donations, fundraising, and membership payments, but does not cover sponsorships or grants of University funds to outside entities. We are adding a new language to Section 8 - Determine the Allowability of Specific Expenditures that will clarify the circumstances in which these payments will be permissible.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: September 19 - October 3, 2014: Section 2 - Agency Funds: Return Agency Funds to the Owner

    Before You Begin 
    The owner of non-University funds that are held by the University in an agency fund may request a partial or total return of funds as needed or at the termination of the agency fund relationship between the owner and the University. Payments to return agency funds to the owner may not be disbursed to a non-resident alien without prior written approval of the Office of University Payroll and Benefits. Once the funds are returned to the owner, the University is not responsible for any tax or other reporting associated with the use of the withdrawn funds.

    The liaison unit is responsible for submitting the proper documents to process the withdrawal of funds.

    Begin 
    To return agency funds to the owner, the liaison unit must:

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: September 19 - October 3, 2014: Section 2 - Agency Funds: Determine the Need for an Agency Fund

    Begin
    To determine the need for an agency fund:

    • Consult Comply with Liaison Responsibilities for an Agency Fund to learn what your unit’s responsibilities are for agency funds.
    • Consult the flowchart: Determine the Need for an Agency Fund

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: September 19 - October 3, 2014: Section 2 - Agency Funds: Comply with Unit Liaison Responsibilities for an Agency Fund

    Please note that in addition to the policy, there is also a prospective update to the "Request to Return to Owner Funds Held by the University as Fiscal Agent" form. Please use the link at the bottom to view the form.

    Before You Begin
    A University unit must serve as liaison between the University and the owner of money held in an agency fund. The liaison unit serves as the University’s official contact with the owner and is responsible for oversight of the Banner fund that provides a record of the owner’s financial transactions and balances. Consult Policies for Managing Agency Funds.

    If your unit will receive cash as part of your liaison responsibilities, you must be a cash handling unit. For additional information, consult Obtain Approval as a Cash Handling Unit.

    Begin
    To comply with liaison responsibilities for an agency fund:

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: September 19 - October 3, 2014: Section 2 - Agency Funds: Request Approval for an Agency Fund

    Please note that in addition to the policy, there is also a prospective update to the "Banner Fund, Program, Index Code Request" form. Please use the link at the bottom to view the form.

    Before You Begin
    Your campus OBFS executive officer and University Accounting and Financial Reporting (UAFR) must approve establishing an agency relationship before receiving the deposits of money owned by others and held by the University as an agent.

    Acquaint yourself with the information in Policies for Managing Agency Funds.

    As a non-University unit, the owner is not entitled to the privileges of University units.

    Begin
    To request approval for an agency fund:

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: September 19 - October 3, 2014: Section 2 - Agency Funds: Policies for Managing Fund Type 9D Agency Funds

    If your unit needs to act as an agent to hold non-University funds for an external entity (called the“owner”), you may need to create an agency fund. The chart below provides examples:

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: September 19 - October 3, 2014

    WELCOME!
    This new policy section is intended to formalize and enhance procedures for the administration of agency funds. The documents open for comment listed below address this need by establishing initial core requirements and processes for administration of fund type 9D ("Agency-Other") agency funds; they do not address student organization funds or payroll withholding agency funds. Subsequent additions to this section will be developed to address specific needs.

    Special Note: These policies require each unit to obtain a signed agreement with the owner of the funds before a new fund may be established. A plan to implement these policies for currently existing agency funds will be communicated in a separate announcement when they are released.

    Please take a few moments to review this policy and submit your feedback. Thank you!

  • Open Comment Period: April 25 - May 9, 2014

    In this Open Comment: Section 12 - Dispose of Unneeded Equipment

    We have revised this Property Accounting policy to clearly identify OBFS and unit responsibilities for proper treatment of unneeded University-owned equipment. The revised policy will help units understand and comply with the requirements of the IL Administrative Code when deeming equipment (and certain types of collections) "unneeded."

    Please take a few moments to review this policy and submit your feedback. Thank you!