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About OBFS

OBFS Units

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Click on each name to learn more about a unit:

Accounting and Financial Reporting

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 & Senior Assistant Vice President for Business and Finance - 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

Budget & Financial Analysis (UIC)

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: Michael Moss, Director - mmoss2@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

Budget & Financial Analysis (UIUC)

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: Suzanne Rinehart, Director - srinehar@uillinois.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

Budget & Financial Analysis (UIS - Not an OBFS unit)

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 of Budget and Financial Analysis, Office of Vice Chancellor of Academic Affairs - 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 for Budget and Administrative Planning, 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

Business Development Services (UIC)

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: Patricia Menguito, Associate Director - pmenguit@uillinois.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.

Business Solutions & Support

Function

Business Solutions & Support provides services internal to the OBFS organization to support the operations of OBFS Units.

  • Application Development - Develop customized applications to meet OBFS' unique requirements and improve process efficiency through automated solutions.
  • Application Maintenance - Maintain and support custom built and purchased applications, administer infrastructure applications, and support system upgrades.
  • Administrative Support - Assist Business Solutions & Support unit with administrative processes and OBFS units with efforts such as Skype for Business account setup.
  • Business Process Analysis and Improvement - Improve operational efficiency of OBFS units by facilitating, analyzing and documenting improved business processes. Provide requirements that facilitate the development of business solutions including custom built and purchased applications.
  • Communications - Help OBFS units share information to inform the University community. Manage publication of OBFS News, develop communication and marketing plans, and coordinate internal communications. Maintain the OBFS News Center.
  • Data Analysis and Custom Reporting - Provide reporting and data related services to meet business intelligence needs.
  • Form Development - Design and develop business forms.
  • Performance Development - Analyze organizational needs and create programs to develop leaders and employees, manage organizational change, and improve customer service.
  • Policies and Procedures Development - Manage the process to create new, and update existing, business and financial policies and procedures, including facilitation of stakeholder groups and the Open Comment period to gather user feedback. Maintain the OBFS Policies and Procedures Manual.
  • Project Management - Advise on project methodologies and support planning and execution of projects.
  • Systems Access Support - Process University-wide systems access for finance applications.
  • Training - Design, develop, implement and evaluate instructor-led and online training for University users of business systems, policies and procedures. Manage logistics of training delivery and serve as help desk for inquiries from training attendees. Maintain the OBFS Training Center.
  • Web User Experience Design - Design and maintain content of the OBFS website.

Organization

Unit Head: Gloria Keeley, Assistant Vice President for Business Solutions & Support gkeeley@uillinois.edu
Unit Structure: Business Solutions & Support Organization Chart

Contact Information:

Gloria Keeley, Assistant Vice President for Business Solutions & Support gkeeley@uillinois.edu
Amber Munds, Director, Business Solutions & Support amunds@uillinois.edu

Capital Programs and Real Estate Services (UOCP&RES)

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:

Sean Reeder, Interim Director of Capital Programs - sdreeder@uillinois.edu
Bruce Walden, Director of Real Estate Services - bwalden@uillinois.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

Contract Services Office (UIUC)

Function

  • Oversee the development, review, approval, and execution of non-research and non-procurement contracts
  • Act as a liaison between campus units and the Office of University Counsel, the University Office of Risk Management, and other administrative offices
  • Develop and disseminate information about contract policies and processes to campus business offices through training, workshops, presentations, and other methods of communication

Organization

Unit Head: Ginger Velazquez, Interim Assistant Vice President for Business and Finance - gmayol@uillinois.edu
Unit Structure: Contract Services Org Chart
Contact Information: Who To Ask

Information

Web Page: Contract Services Office
Policies & Procedures: Section 1: Initiation, Review, and Approval of University Contracts and Leases | Section 22.1: Contracts for Revenue Generating Activities
Training: CSO Training Page

Contract Services Office (UIS)

Function

  • Oversee the development, review, approval, and execution of nonresearch and non-procurement contracts
  • Serves as a Comptroller and President's signature designee for contracts
  • Act as a liaison between campus units and the Office of University Counsel, the University Office of Risk Management, and other administrative offices
  • Assists with the development of business plans and proformas for revenue generating business ideas.

Organization

Unit Head: Janet Ford, Interim Director, UIS Business Services - jford@uillinois.edu
Unit Structure: Business Services Org Chart
Contact Information: Who To Ask

Information

Policies & Procedures: Section 1: Initiation, Review, and Approval of University Contracts and Leases | Section 22.1: Contracts for Revenue Generating Activities

Enterprise Risk Management

Enterprise Risk Management is a part of Enterprise Services. Enterprise Services is comprised of two distinct units: Enterprise Risk Management and Utilities Administration.

Function

  • Facilitate the Enterprise Risk Management (ERM) strategic process for the University.
  • Conduct periodic 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:  Joda Morton, Associate Director of Enterprise Risk Management - jodamort@uillinois.edu
Unit Structure: Enterprise Services Org Chart
Contact Information: Who To Ask

Information

Web Page: Enterprise Risk Management
Policies & Procedures: Derivatives Use Policy

Government Costing (UIUC & UIS Only)

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: Shelly Benson, Director - slbenson@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, Grants and Research Contracts - Sponsored Projects Cost Transfers | Section 22.4.2: Services Activities

Grants & Contracts - Post Award (UIC)

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: Karen McCormack, Interim Director - krnmccor@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
Training: Grants & Sponsored Projects Training Materials

Grants & Contracts - Post Award (UIUC)

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: Linda Gregory, Interim Director - lagregry@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, Grants and Research Contracts - Sponsored Projects Cost Transfers
Training: Grants & Sponsored Projects Training Materials

Grants & Contracts - Post Award (UIS - Not an OBFS unit)

Function

  • Establish 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, Assistant Director of Grants and Contracts, Vice Chancellor of Academic Affairs - 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, Grants and Research Contracts - Sponsored Projects Cost Transfers
Training: Grants & Sponsored Projects Training Materials

Office of the Assistant Vice President (AVP) for Business and Finance at Chicago

Function

  • Help expedite contacts and solutions if you have a complex or time-sensitive issue to resolve.
  • Serve as a resource to departments on questions related to all OBFS offices.
  • Coordinate the Bringing Administrators Together (BAT) Conference.
  • Provide training to new or transitioning staff on OBFS resources including the OBFS website, common fund types and available resources for UIC Academic Fiscal Officers and Business Managers.
Organization

Unit Head: Gloria Keeley, Interim Assistant Vice President for Business and Finance - gkeeley@uillinois.edu
Offices reporting to the AVP - Chicago

  • Business Development Services - Chicago
  • Budgets and Financial Analysis - Chicago
  • Grants and Contracts - Chicago

Contact Information: Who To Ask

Information

Web Pages: Orientation for New Business and Finance Employees - Chicago
Training: OBFS by Invitation

Payables

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: Jim Martinie, Senior Director - martini1@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

Payroll & Employee Benefits

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

Procurement Diversity

Function

  • Manage the University supplier diversity program to ensure diverse vendors are included in the University procurement process.
  • Identify contract opportunities for diverse goods and services providers.
  • Assist campus departments with identifying diverse vendors and answer questions as they relate to supplier diversity.
  • Review and evaluate solicitation responses to ensure diversity participation and good faith efforts to utilize diverse vendors.
  • Communicate the University's diversity initiatives to internal and external stakeholders.
  • Report diversity achievement to the Business Enterprise Council.
  • Oversee vendor compliance with applicable diversity goals.
  • Act as liaison to the Business Enterprise Council, Illinois Public Higher Education Cooperative (IPHEC) and other external units.
Organization

Unit Head: Sharla Roberts, Director - sharlar@uillinois.edu
Unit Structure: Office of Procurement Diversity Org Chart
Contact Information: Who To Ask

Information

Web Page: Supplier Diversity

Purchasing (UIC)

Function

  • Process transactions to procure commodities, equipment, and services.
  • Assist campus units with procurement activities.

Organization

Unit Head: Debra Matlock, JD, Director - mdebra@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 and Independent Contractors
Training: Purchasing & Receiving Training Materials

Purchasing (UIS)

Function

  • Process transactions to procure commodities, equipment, and services.
  • Assist campus units with procurement activities.

Organization

Contact: UIS Purchasing - uispurchasing@uillinois.edu
Unit Structure: UIS Purchasing Office Org Chart
Contact Information: Who To Ask

Information

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

Purchasing (UIUC)

Function

  • Process transactions to procure commodities, equipment, and services.
  • Assist campus units with procurement activities.
  • Process University contracts.

Organization

Unit Head: Bradley W. Henson, Interim Director of Purchases - bhenson4@uillinois.edu
Unit Structure:  UIUC Purchasing Office Org Chart
Contact Information:  Who To Ask

Information

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

Strategic Procurement

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: Dan Szajna, Interim Director of Strategic Procurement - dszajna@uillinois.edu
Unit Structure:  University Strategic Procurement Org Chart

Information

Web Pages: Strategic Procurements |Procurement Contracts Search

Student Financial Services and Cashier Operations

Function

Organization

Unit Head: Bill Patterson, Senior Director - wpatte1@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

University Contract Records Office

Function

  • Acts as the official repository for all University contracts.
  • Oversees the University-wide contract repository database(s).
  • Reviews contracts for state filing and files the appropriate contracts with the Illinois Office of the Comptroller and the Illinois Secretary of State.

Organization

Unit Head: Ginger Velazquez, Interim Assistant Vice President for Business and Finance - gmayol@uillinois.edu
Unit Structure: University Contract Records Office Org Chart
Contact Information: Who To Ask

Information

Web Page: University Contract Records Office
Policies & Procedures: Section 1: Initiation, Review, and Approval of University Contracts and Leases

Utilities Administration

Utilities Administration is a part of Enterprise Services. Enterprise Services is comprised of two distinct units: Enterprise Risk Management and Utilities Administration.

Function

  • Interface to energy markets to economically and reliably procure fuels and energy for the production facilities.
  • Supports operational and performance optimization through plant forecasting and optimization modeling.
  • Supports planning, budgeting, rate setting, and reporting activities for Campus operations.
  • Engages in regulatory reviews, rate case interventions, and performs compliance reporting.
  • Provides quality assurance regarding accuracy of campus utility charges from external vendors.

Organization

Unit Head:  Anthony Spurlock, Associate Director of Administration and Finance - spurlock@uillinois.edu
Unit Structure: Enterprise Services Org Chart
Contact Information: Who To Ask

Information

Web Page: Policies & Procedures: Section 14: Derivatives Use Policy 


Last Updated: July 21, 2017

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