12.5.2 Lease a Non-University Owned Residence or Apartment

Policy Statement

The University of Illinois System units may lease apartments or residences for use by employees who frequently conduct system business at locations outside campus headquarters. These leases are permitted when the number of visits makes it economical to lease an apartment rather than rent hotel rooms. If possible use discretionary funds.

You MUST have a fully executed lease before you may occupy off-campus space or a fully-executed license before you may permit occupation of on-campus space by others.

Procedure

To lease a non-system owned residence or apartment:

1. Obtain the approval of your dean and provost If the lease is for an apartment or residence for use by employees, create a business case document that includes:
• A clear statement that the purpose is for official system business only.
• Documentation showing that the lease of space is more economical than alternative arrangements such as a hotel. Show cost savings to the system when all expenses (rent, utilities, etc.) are considered.
• A procedure for monitoring access, controlling how the space is used, and maintaining use records. Specific criteria to determine who will use the space, and how frequently it will be used. Individuals who will use the facility will be on travel status and file travel vouchers to document its use.
• The approval of the Chancellor or delegate.
2. Submit the request for a lease to Office of Capital Programs and Real Estate Services (OCPRES). An email is acceptable. Include the C-FOP to which the lease expenses will be charged.

Related Policies and Procedures

12.5.1 Enter into Leases or Licenses for Real Property

Last Updated: March 6, 2014 | Approved: Senior Associate Vice President for Business and Finance | Effective: March 2014