School of Integrative Biology

School of Integrative Biology, University of Illinois at Urbana-Champaign

For Faculty & Staff

School of Integrative Biology
Business Office Operations and Services

Reimbursements/Voucher Processing

Our goal is to assist in the reimbursement process of faculty, staff, students and guests within the School in the areas of small expense reimbursement and travel reimbursements.  We serve in conjunction with Departmental Offices to insure reimbursements are processed accurately and in a timely fashion.  Please feel free to contact us if you have any questions.

Who to contact

Jim McGraw (217) 244-0822 or jmcgraw@illinois.edu

Small Expense Reimbursement

In the day-to-day operations situations may arise that require employees of the University to make purchases for research or instructional purposes using their personal funds.  When these situations occur, original receipts should be submitted for reimbursement to the employee.  Purchases of supplies should not exceed $250.  Individuals should be aware that “stringing” successive small purchases or payment to bypass the $250 limitation or any other purchasing policy is not permitted whether with one or multiple vendors.

The University is exempt from paying sales taxes.  Individuals making authorized cash purposes for approved business purposes should supply a copy of the University’s sales tax exemption letter to merchants and request that sales tax not be charged.  A copy of the sales tax exemption letter may be obtained from the Business Office.  Please remember the University reserves the right to deduct the amount of sales tax paid when reimbursing individuals.

Employees requesting expense reimbursement should submit a completed Miscellaneous Reimbursement Request form with applicable original receipts to their departmental support staff.

Travel Reimbursements

Requests for reimbursement of expenses while incurred in travel status should be submitted to Departmental Office support staff upon return from travel.  University Policy requires prompt submission of reimbursement requests.  If a travel reimbursement is not submitted to Campus within 60 days of the completion of travel, the reimbursement is considered taxable income to the traveler, unless a reasonable justification for an exception is presented.  If the justification is not submitted or approved, taxes will be withheld at the following rates: 25% Federal, 3% State of Illinois, and, if applicable, 1.45% Medicare and 6.2% Social Security.  This deduction will be included on the employee’s Form W-2.

Employees requesting travel reimbursement should submit a completed travel reimbursement request form with applicable original receipts to their departmental support staff.