Policies and Procedures

This online manual contains the official policies and procedures to follow when conducting University business and financial activities. What's New Link opens PDF file

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1: Business and Financial Administration
Business forms, establish facilities outside Illinois, record retention, report tuition and fee waivers   12: Property Accounting - Redesigned
Biennial inventory, disposals, loans and transfers, non-cash additions, property labels, real estate leases
2: Approval of Documents
Contracts and leases, Contract Approval/Routing form, financial document approval, signature authorization   13: Accounting
Accrual accounting and encumbrances, chart of accounts, internal transfers, stores and services accounts
3: Budget - Redesigned
Budget adjustments, disposition of year-end balances, state and institutional funds, transfer gift fund   14: Investments, Banking, and Internal Loans - Redesigned
Farm properties, internal loans, investment income distribution, investment strategies, foreign bank accounts
4: Payroll - Redesigned
Deductions, overpayments, pay adjustments, report tips, taxable fringe benefit payments, separation payout   15: Travel - Redesigned
Advances, T-Card, moving expenses, per diem, University and personal vehicles, international travel, travel arrangements
5: Receivables - Redesigned
Student charges, non-student charges, delinquent accounts, student deposits, study abroad, Banner AR   16: Grants and Research Contracts
Cost transfers, equipment, OMB Circular A-21, supplies, technical testing agreements, unallowable costs
6: Insurance - Redesigned
Bus charters, minimum insurance for vendors, proof of liability insurance, report a claim, verify insurance   17: Consultants, Independent Contractors, and Honoraria
Capital professional services, professional and artistic services, honoraria, independent contractors
7: Purchasing
Cash purchases, emergency purchases, honoraria, P–cards, professional and artistic services, purchase orders   18: Taxes
Foreign nationals, fringe benefits, human subject payments, sales tax, University sales tax-exemption letter
8: Payments and Reimbursements - Redesigned
Business meals, foreign checks, mobile communications stipends/purchase, payments to students, program advances, reimbursements   19: Business Systems Access and Security - Redesigned
Unit head responsibilities for data control, request access to business information, identity theft, Red Flags Rule
9: Auditing, Internal Control, and Employee Ethics
Gifts to employees, report wrongful conduct, use of University phones, whistleblower protection   20: ID Cards, UINs, and Data Services - Redesigned
Request i-card services, UINs, card swipes, key fobs, access tokens
10: Cash Handling - Redesigned
Petty cash funds, change funds, cash handling, returned checks   21: Merchant Cards - Redesigned
Setting up to accept credit/debit cards, PCI standards, unit responsibilities
11: Gifts and Endowments
Endowments, expenditure of gift funds, manage donations, process gifts, quasi-endowments, sponsorship gifts   22:

Self-Supporting/Revenue Generating Activities - Redesigned
Inventory and valuation, reporting sales tax and unrelated business income, Year-End Fact sheet, study abroad, revenue generating agreements

Non-OBFS Policies
Board of Trustees, Urbana Campus Administrative Manual, Information Technology, NESSIE, Capital Programs, University Office of Capital Programs and Real Estate Services