School of Integrative Biology
Business Office Operations and Services
Our goal is to assist faculty, staff, students and guests within the School to obtain travel and small expense reimbursements. We work together with Departmental Offices to ensure reimbursements are processed accurately and in a timely fashion. Please feel free to contact us if you have any questions.
Who to contact
Requests for reimbursement of expenses while incurred while you are travelling should be submitted to your departmental office staff upon your 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 withholding 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 staff.
Small Expense Reimbursement
In day-to-day operations situations may arise that require employees of the University to use their personal funds to make purchases for research or instructional purposes. If you make a purchase for research or instruction using your personal funds, you must submit original receipts in order to obtain reimbursement. Do not exceed $250 for the purchase of supplies. You should also be aware that "stringing" successive small purchases or payment to bypass the $250 limitation or any other purchasing policy is not permitted, whether you use one or multiple vendors.
The University is exempt from paying sales taxes. If you make an authorized cash purchase for approved business purposes you should supply a copy of the University's sales tax exemption letter to the merchant(s) and request that sales tax not be charged. A copy of the sales tax exemption letter may be obtained from the Business Office. Please be aware that the University may deduct the amount of sales tax paid when it reimburses an individual who has paid this tax.
Employees requesting expense reimbursement should submit a completed Miscellaneous Reimbursement Request form with applicable original receipts to their departmental office.