Operations & Services
Reimbursements and Travel
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. Please feel free to contact us if you have any questions.
Who to contact
Teresa Acosta: (217) 244-6620 or firstname.lastname@example.org
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. 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.
Employees requesting expense reimbursement should submit the appropriate completed reimbursement request form with detailed receipts to the Business Office.
Employees planning business travel can receive assistance from the Business Office for airline/lodging reservations and conference registrations. Most of these reservations and registrations can be taken care of in advance with either a University T-Card (travel card) or P-Card (purchasing card) to avoid out of pocket costs to the traveler. Please contact us for assistance.
Employees requesting travel reimbursement should submit a completed travel reimbursement request form with applicable original detailed receipts to the Business Office. 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 may be considered taxable income to the traveler, unless a reasonable justification for an exception is presented. If the justification is not submitted or approved, taxes may be withheld at the following rates: 25% Federal, 3% State of Illinois, and if applicable 1.45% Medicate and 6.2% OASDI/Social Security. This deduction will be included on the employee's Form W-2.