OBFS Units

Function

• Set up and maintain FOAPAL code segments, including attributes and index codes.
• Assist departments in processing Banner journal vouchers, including suspended JVs and GL feeder transactions.
• Identify and record bank wire receipts in Banner.
• Serve as resource to departments on questions related to financial activity recorded in state, institutional, self-supporting, gift, endowment income, federal appropriation, practice plan, loan, plant and agency (including student organization) funds.
• Address payroll accounting and encumbrance issues, including those related to labor redistributions and fringe benefits.
• Handle investment and debt accounting, including investment income distribution.
• Administer various taxes, including excise, hotel, sales, real estate, and unrelated business income tax.
• Manage month-end and year-end closing processes.
• Verify standard month-end finance reports.
• Prepare the University Annual Financial Report.
• Process Year End Fact Sheets for self-supporting and practice plan funds.
• Assist departments in processing fixed asset transactions, including equipment transfers, loans, surplus redistribution, scrap and FABWEB.
• Coordinate the University Property Biennial Inventory.
• Serve as liaison with State of Illinois CMS on Property Control issues.
• Administer unclaimed property for the University.
• Conduct specialized accounting consulting engagements.
• Provide training to units on the Banner General Ledger and Fixed Asset modules.

Organization

Unit Head: Pat Patterson, Controller - pmpatter@uillinois.edu
Unit Structure: University Accounting & Financial Reporting Org Chart
Contact Information: Who To Ask

Information

Web Pages: Accounting and Financial Reporting
Policies & Procedures: Section 12: Property Accounting | Section 13: Accounting
Training: Accounting and Financial Reporting Training Materials

Function

• Coordinate the annual budget development processes that result in the University Budget Summary for Operations document presented to the Board of Trustees for approval.
• Implement campus programmatic allocations and establish original budgets for State, Institutional (ICR), and Self-supporting (auxiliary) funds.
• Review and process authorized budget transfers, revisions, and allocations.
• Prepare various projections of revenue and expense, monitor actual revenue received throughout the fiscal year, and prepare analysis to identify causes of variance between budget and actual revenue.
• Work in coordination with UIC Provost Office to perform the annual review of deficit balances and deficit elimination plans.
• Perform a wide variety of analysis and internal reporting related to UIC financial conditions, including reports regularly prepared according to set schedules, analysis prepared in response to specific requests and reviews aimed at both overall campus and unit levels.

Organization

Unit Head: Clarence J. Brock, Director of Budgets and Financial Analysis – cbrock@uillinois.edu
Unit Structure: UIC Budget Office Org Chart
Contact Information: Who To Ask

Information

Web Pages: Chicago Campus Budgeting
Policies & Procedures: Section 3: Budget
Training: Budgeting Training Materials

Function

• Coordinate the annual budget development processes that result in the University Budget Summary for Operations document presented to the Board of Trustees for approval.
• Implement campus programmatic allocations and establish original budgets for State, Institutional (ICR), and Self-supporting (auxiliary) funds.
• Review and process authorized budget transfers, revisions, and allocations.
• Prepare various projections of revenue and expense, monitor actual revenue received throughout the fiscal year, and prepare analysis to identify causes of variance between budget and actual revenue.
• Work in coordination with UIUC Provost Office to perform the annual review of deficit balances and deficit elimination plans.
• Perform a wide variety of analysis and internal reporting related to UIUC financial conditions, including reports regularly prepared according to set schedules, analysis prepared in response to specific requests and reviews aimed at both overall campus and unit levels.

Organization

Unit Head: Pat Hoey, Director - phoey@uiuc.edu
Unit Structure: UIUC Budget Office Org Chart
Contact Information: Who To Ask 

Information

Web Pages: Urbana-Champaign Campus Budgeting
Policies & Procedures: Section 3: Budget
Training: Budgeting Training Materials

Function

• Coordinate the annual budget development processes that result in the University Budget Summary for Operations document presented to the Board of Trustees for approval.
• Implement campus programmatic allocations and establish original budgets for State, Institutional (ICR), and Self-supporting (auxiliary) funds.
• Review and process authorized budget transfers, revisions, and allocations.
• Prepare various projections of revenue and expense, monitor actual revenue received throughout the fiscal year, and prepare analysis to identify causes of variance between budget and actual revenue.
• Perform a wide variety of analysis and internal reporting related to UIS financial conditions, including reports regularly prepared according to set schedules, analysis prepared in response to specific requests and reviews aimed at both overall campus and unit levels.

Organization

Unit Head: Jackie Gillock, Associate Director - jbarn1@uis.edu
Unit Structure: Budget & Financial Analysis at UIS is part of the Office of Academic Affairs, in the office of the Associate Provost and Director of Business & Financial Analysis, reporting to the Vice Chancellor for Academic Affairs and Provost.
Contact Information: Who To Ask

Information

Web Pages: Springfield Campus Budgeting
Policies & Procedures: Section 3: Budget
Training: Budgeting Training Materials

Function

• Help campus units crystallize new business ideas.
• Assist with the development of business plans and financial pro-formas for new business ideas.
• Assist with contract development (e.g., contract language, limitation of risk, and sound business terms).
• Oversee the administration of revenue generating contracts.
• Provide Revenue Management Services (RMS) to assist departments with general account receivable set-up for all new revenue agreements, requesting self-supporting funds, detail codes, and acting as a liaison for billing and collection activity.
• Manages contracts from initial opportunity review, through contract negotiation, to contract approval.
• Acts as liaison between campus units and Legal Counsel, Risk Management, Office of Technology Management (OTM), and other applicable parties.

Organization

Unit Head: Vanessa Peoples, Executive Director and and Assistant Chief Business Officer - vpeoples@uic.edu
Unit Structure: Business Development Services Org Chart
Contact Information: Who to Ask

Information

Web Pages:  Business Development Services
Policies & Procedures: Section 22: Revenue and Income
Training: You can arrange for OBDS to give your department/unit a presentation on Revenue Generating Agreements by contacting them at obfsrevenuecontract@uillinois.edu.

Function

• Maintain the OBFS website and many of the business systems used on a daily basis at the University, including: RightFax, ANA, CostShare, FABWeb, PettyCash, E-loan, iBuy and Unicenter. 
• Provide assistance with project management, custom reporting, creating custom applications and ensuring information security.

Organization

Unit Head: Gloria Keeley, Executive Director – gkeeley@uillinois.edu
Unit Structure: Business Information Systems Org Chart
Contact Information:

507 E Green Street, M/C 404
Champaign, IL  61820
(217) 244-5568

Function

Capital Programs

• Liaison for Board of Trustees Capital Agenda Items
• Master Planning and Guidelines
• Professional Services Consultant Selection
• Report on Capital Performance
• Procurement and Contracting Requirements
• Liaison to the Illinois Capital Development Board
• Auxiliary Services Capital Oversight
• Implements Capital Management Applications
• Develops and oversees Capital Policy and Processes

Real Estate Services

• Property acquisition and disposition
• Off-campus leasing and leasing of campus property to 3rd parties
• Easements and licenses
• General consultation on university real estate needs and development planning
• Willard Airport oversight
• Research Park oversight 

Organization

Unit Heads:

Joseph Vitosky, Assistant Vice President for Capital Programs - joev@uillinois.edu

Bruce Walden, Director of Real Estate Services - bwalden@uiuc.edu

Unit Structure: Office of Capital Programs and Real Estate Services Org Chart
Contact Information: Who to Ask

Information

Web Pages: University Office of Capital Programs and Real Estate Services

Policies & Procedures: Policy and Laws

Training: UOCP&RES Training and Development

Function

• University of Illinois Facilities & Administrative (F&A) Rates Cost Studies for UIUC and UIS.
  • Prepare and submit proposals to the Federal Cognizant Agency for F&A, the Office of Naval Research (ONR) and coordinate audit by the Defense Contract Audit Agency (DCAA).
  • Negotiate F&A rates with ONR on behalf of all federal agencies for UIUC and UIS sponsored projects.
• Annual Fringe Benefit rates submittal to Federal Cognizant Agency, audit coordination, and negotiation for UIUC and UIS.
• Annual Tuition Remission rate to Federal Cognizant Agency, audit coordination, and negotiation for UIUC.
• Prepare and update Cost Accounting Standards Board Disclosure Statement (DS-2) in compliance with Federal requirements.
• Provide assistance to campus departments with Service Activity rate calculations through training, policy development, and review of individual rate calculations.
• Submit the Higher Education Research and Development Survey (HERD) for UIUC and UIS as well as other national surveys/rankings.

Organization

Unit Head: Julie Jarvis, Senior Director - jjarvis@uillinois.edu
Unit Structure: UIUC Government Costing Org Chart
Contact Information: Who To Ask

Information

Web Pages: Urbana-Champaign Indirect Cost Rates (F&A)
Policies & Procedures: Section 16: Grants and Research Contracts | Section 16.1.1: Requirements of Cost Principles for Educational Institutions (OMB Circular A-21) | Section 13.6.2: Services Activities

Function

• Set up sponsored project accounts & budgets in Banner.
• Set up anticipation accounts.
• Create/remove subcontract and consultant encumbrances.
• Modify grant title, project end date, PI, financial manager, etc. in Banner.
• Process IPAS/OPAS requests.
• Approve cost transfer JVs involving sponsored project funds.
• Support campus units in the calculation and negotiation of rates applicable to sponsored projects.

Organization

Unit Head: Vanessa Peoples, Executive Director and Assistant Chief Business Officer – vpeoples@uillinois.edu
Unit Structure: UIC Grants & Contracts Org Chart
Contact Information: Who To Ask

Information

Web Pages: Grants and Sponsored Projects | Chicago Indirect Cost Rates (F&A)
Policies & Procedures: Section 16: Grants and Research Contracts | Section 16.4.1, Unallowable Costs Under OMB Circular A-21 - UIC Supplement
Training: Grants & Sponsored Projects Training Materials

Function

• Set up and administer grant awards.
• Manage the financial interactions with sponsors.
• Assure compliance with university and sponsor policies.
• Process semi-annual expenditure confirmations.
• Prepare Sponsored Activity Report.

Organization

Unit Head: Sandy Moulton, Director - smoulton@uillinois.edu
Unit Structure: UIUC Grants & Contracts Org Chart
Contact Information: Who To Ask

Information

Web Pages: Grants and Sponsored Projects
Policies & Procedures: Section 16: Grants and Research Contracts | Section 16.4.1: Unallowable Costs Under OMB Circular A-21 – UIC Supplement
Training: Grants & Sponsored Projects Training Materials

Function

• Estabish post-Award Policies and Procedures.
• Set up awards and maintain sponsored project grant fund codes & budgets in Banner.
• Set up anticipation grants and fund codes.
• Establish subrecipient and consultant encumbrances and payments.
• Approve Cost Transfer approvals for sponsored project funds.
• Administer no-cost extensions.
• Make F&A and fringe benefit assessments.
• Manage cost sharing.
• Manage grants accounts receivable and resolution of delinquent accounts receivable.
• Prepare semi-annual expenditure confirmations.
• Monitor project closeouts.

Organization

Unit Head: Rebecca Jones – rjone1@uis.edu
Unit Structure: Grants & Contracts Post Award at UIS is part of the Office of Academic Affairs, in the office of the Associate Provost and Director of Business & Financial Analysis, reporting to the Vice Chancellor for Academic Affairs and Provost.
Contact Information: Who To Ask

Information

Web Pages: Grants and Sponsored Projects | UIS Grants, Contracts and Research Administration
Policies & Procedures: Section 16: Grants and Research Contracts | Section 16.1.6: Springfield Cost Transfers
Training: Grants & Sponsored Projects Training Materials

Function

Payment Operations

Purchase Order Payables

• Process payments of vendor invoices related to Banner and iBuy purchase orders.
• Enroll iBuy catalog vendors in electronic invoicing.
• Manage credit card payment services to vendors.

Direct Pay Operations (Employee Reimbursements and Miscellaneous Vendor Payment)

• Process payments to reimburse employees for travel and other miscellaneous business expenses.
• Process payments to vendors and non-employees not related to purchase orders (miscellaneous).
• Process requests for travel / program advances.

Support Services

Card Services

• Process purchasing card (P-Card) and travel card (T-Card) applications.
• Monitor required P-Card and T-Card training programs.
• Monitor P-Card and T-Card program compliance.

Vendor Services

• Process requests to add new vendors to the Banner vendor database.
• Process requests to update vendor information in the Banner vendor database.
• Process IRS Form 1099-MISC as required.
• Validate tax identification number IRS database and verify vendor is not included on the Federal Excluded Party List.

Data Analysis and Support Operations

• Manage card-related software applications.
• Manage 1099 related software applications and filing.
• Provide analytical data regarding UPAY operations.
• Provide daily verification for check printing and ACH payments.

Customer Service

• Respond to internal and external customer inquiries regarding payment.
• Manage UniCenter Help Desk.
• Provide scanning and indexing of paper-based payments.

Organization

Unit Head: Sandy Ehler, Executive Director - sehler@uillinois.edu
Unit Structure: Office of University Payables Org Chart
Contact Information: Who To Ask

Information

Web Pages:  Payments | P-Card | Business Travel | TEM Resource Page
Policies & Procedures: Section 8: Accounts Payable | Section 15: Employee Business Travel
Training: University Payables Training Materials | P-Card Training Materials | TEM Resource Page

Function
Payroll & Earnings

• Process time reporting transactions.
• Process employee payroll payments.
• Publish payroll schedules.
• Process payroll adjustments.

Employee Benefits

• Process employee benefits.
• Manage student health insurance registration and claims (UIUC only).

Organization

Unit Head: James Davito, Executive Director - JamesD@uillinois.edu
Unit Structure: Office of University Payroll & Benefits Org Chart
Contact Information:  Who To Ask

Information

Web Pages: Payroll & Earnings
Policies & Procedures: Section 4: Payroll
Training: Payroll & Earnings Training Materials

Function

• Process transactions to procure commodities, equipment, and services.
• Assist campus units with procurement activities.
• Manage the University MAFBE program to ensure minority vendors are included in the University procurement process.

Organization

Unit Head: Kevin T. Fair, Interim Director - kevinf@uillinois.edu
Unit Structure: UIC Purchasing Office Org Chart
Contact Information: Who To Ask

Information

Web Pages: Purchases
Policies & Procedures: Section 7: Purchasing | Section 17: Consultants, Independent Contractors, and Honoraria
Training: Purchasing & Receiving Training Materials

Function

• Process transactions to procure commodities, equipment, and services.
• Assist campus units with procurement activities.
• Manage the University MAFBE program to ensure minority vendors are included in the University procurement process.

Organization

Unit Head: Michael Bloechle, Director - Bloechle.Michael@uis.edu
Unit Structure: UIS Purchasing Office Org Chart (coming soon)
Contact Information: Who To Ask

Information

Web Pages: Purchases
Policies & Procedures: Section 7: Purchasing | Section 17: Consultants, Independent Contractors, and Honoraria
Training: Purchasing & Receiving Training Materials

 

Function

• Process transactions to procure commodities, equipment, and services.
• Assist campus units with procurement activities.
• Manage the University MAFBE program to ensure minority vendors are included in the University procurement process.
• Process University contracts.

Organization

Unit Head: Janet Milbrandt, Interim Director of Purchases - jmilbran@uillinois.edu
Unit Structure:  UIUC Purchasing Office Org Chart
Contact Information:  Who To Ask

Information

Web Pages: Purchases | Contracts
Policies & Procedures: Section 7: Purchasing | Section 22: Revenue and Income | Section 17: Consultants, Independent Contractors, and Honoraria
Training: Purchasing & Receiving Training Materials

Function

• Facilitate the Enterprise Risk Management (ERM) strategic process for the University.
• Conduct annual Enterprise-wide Risk Assessment to determine significant risks to meeting University and campus goals.  Conduct focused assessments in selected risk areas.
• Promote a University risk culture that routinely considers uncertainty, while balancing risks with opportunities.

Organization

Unit Head:  Daniel Mortland, Assistant Director - dmortlan@uillinois.edu
Unit Structure: Enterprise Risk Management Org Chart
Contact Information: Who To Ask

Information

Web Page: Enterprise Risk Management
SharePoint site: https://mosssecure.obfs.uillinois.edu/EnterpriseRiskManagement (logon required)
Policies & Procedures: Derivatives Use Policy

Function

• Secure University's vendor contracts that offer University units access to products and services with better value and less hassle.
• Partner with University departments to purchase needed goods and services at the lowest cost of ownership to the institution.
• Engage with the supplier community to help them understand how to do business with the University and manage supplier relationships.
• Manage the University MAFBE program to ensure that minority vendors are included in the University procurement process.

Organization

Unit Head: Rosey Murton, Director - murton@uillinois.edu
Unit Structure:  University Sourcing Office Org Chart

Information

Web Pages: Procurement Contracts Search

Function

Accounts Receivable (AR) Operations

• Ensure timely and accurate billing of all student (SAR) and general (GAR) accounts receivable.
• Ensure timely and accurate processing of all AR payments.
• Process Third Party Billing for sponsored students.
• Process College Illinois! and other pre-paid tuition plans for plan holders.
• Process departmental payments submitted on the Student Account Payment Request Form .
• Process Detail Code Requests .
• Process GAR New Account Create Requests .
• Perform IRS Form 1098-T reporting for all qualifying students.
• Provide training and support to all users of Banner AR.

Business Operations

• Monitor the integrity of all receivable transactions posted in Banner AR.
• Reconcile control funds related to Banner student and general accounts receivable, e.g., student account refunds, mail remittance, Lockbox & ACH, unredeemed checks.
• Review, manage and reconcile campus-based student loan funds.
• Calculate, process and adjust annual departmental allowances for uncollectible receivable accounts.
• Calculate and charge expense to departments for collection agency commission payments.
• Process USFSCO Lockbox and electronic remittances.
• Process all unredeemed checks paid to University of Illinois.

Cashier Operations

• Deposit and record SAR and GAR payments submitted in person.
• Process departmental deposits.
• Administer departmental Petty Cash and Change funds.
• Fulfill departmental Change Order Requests.
• Provide training for and monitor departmental compliance with OBFS Cash Handling policies and procedures.
• Process Registered Student Organization (RSO) deposits.
• Print and disburse University Accounts Payable checks.
• Disburse approved Short Term Emergency Student Loans.
• Develop and administer University cash handling policies and approve unit cash handling procedures.
• Process Mail Remittances.

Customer Service

• Assist USFSCO customers with all billing and payment related questions, problems or disputes.
• Manage and maintain USFSCO’s Student Account Payment Plans.
• Host new student and parent USFSCO Orientation Webinars and Open Houses.
• Manage and maintain USFSCO’s electronic billing, payment and authorized payer functionality.

Student Loans and Collections

• Manage the promissory note process for campus based student loans.
• Manage the mandatory loan counseling program (Financial Counselor) for campus based student loans.
• Manage collection of the University’s delinquent accounts receivable and campus based student loan portfolios.
• Process bankruptcy notices received from or on behalf of University debtors.

Student Money Management Center

• Provide financial education tools to support students in fulfilling their financial responsibilities while in school and beyond.
• Maintain an online financial educational website (http://studentmoney.uillinois.edu ).
• Provide peer-to-peer and group financial educational sessions for students.

Organization

Unit Head: Judith Flink, Executive Director - jflink@uillinois.edu
Unit Structure:  USFSCO Org Chart
Contact Information: Who To Ask

Information

Web Pages: University Student Financial Services and Cashier Operations | USFSCO Home page | USFSCO Petty Cash and Change Funds
Policies & Procedures: Section 5: Receivables | Section 10: Cash Handling
Training: Accounts Receivable Training Materials | Petty Cash Training

Function

• Training - Manage development and delivery of training for campus units on business systems, policies, and procedures.
• Communications - Coordinate publication of OBFS News and other announcements.
• Policy - Manage OBFS process to handle policy changes, including the Open Comment period to gather input from campus units.
• Internal to OBFS - Support internal OBFS organization development initiatives and employee communications.

Organization

Unit Head: Marietta Walton, Executive Director - mgwalton@uillinois.edu
Unit Structure: TPDC&P Org Chart
Contact Information: Who To Ask

Information

Web Pages: Training Center | OBFS News Center | OBFS Policies & Procedures