Reimbursements to Employees

Submitting a Request for Reimbursement

NOTE: If your unit has already implemented the Travel Expense Management (TEM) System, please go to the TEM Resource Page of the OBFS Website for information on how to submit a request for reimbursement using the TEM system. If your unit has not yet implemented TEM, please follow the instructions below.

Employees must complete the following steps to submit a request for reimbursement:

  • For travel occurring on or after April 17, 2012: Travel/Employee Expense Reimbursement Form (MS Excel) [4/16/12]
  • For travel occurring on or after January 1, 2011: Travel/Employee Expense Reimbursement Form (MS Excel) [updated: 7/6/11
  • For travel completed October - December 2010: Travel/Employee Expense Reimbursement Form (MS Excel) [updated: 7/1/10]

  • All supporting documents and required receipts must be attached to the back of the reimbursement form. All receipts must be taped flat to an 8.5" by 11" sheet of paper.

  • Send approved form to University Payables:

    • Chicago campus: 809 S. Marshfield, MC-545 (drop-box on first floor MAB)

    • Urbana-Champaign and Springfield campuses: Illini Plaza Building Suite 210, MC-660, 1817 South Neil Street, Champaign IL 61820.

Employee reimbursement forms will be processed as follows:

  • University Payables reviews the form for compliance with University/state policies.

  • If approved, reimbursement will be issued to the employee's bank account established with the OBFS, University Payroll Services.

  • An e-mail will be sent to notify the employee that the direct deposit for the reimbursement has been processed.

Reimbursement Requests Must Be Submitted Promptly

All requests for the reimbursement of expenses for approved University business expenses must be submitted as soon as possible, but no later than 60 days after the expense is incurred.

If the reimbursement form is not submitted within 60 days of the completion of the transaction, the reimbursement is considered taxable income to the employee, unless a reasonable justification for an exception is presented by the employee and approved by OBFS, using the Reasonable Exception Request Form. The Reasonable Exception Request must be completed, signed by the department head, and submitted with the reimbursement form.

Taxable amounts will be submitted to the OBFS, University Payroll and tax of approximately 30% will be withheld from the employee's paycheck. These amounts will be included on the employee's Form W-2.

Last Updated: April 17, 2012