Back to Top
Business and Financial Policies and Procedures

8.2.2 Request Reimbursement for Items Purchased on Behalf of the University

Policy Statement

Employees, including student employees, can be reimbursed for the purchase of items costing less than $500 made on behalf of the University of Illinois System. The expense must be authorized by the unit head or delegate before the purchase is made. Any purchase for $500 or more must be processed by your university Purchasing Division.

Employees cannot be reimbursed for the purchase of services or for out-of-pocket payments to human subjects, due to IRS and Illinois procurement laws. If the reimbursement is for gift cards to be given to employees, University Payables reports the amount and the recipient's name to University Payroll for tax withholding. Consult 18.5 Fringe Benefits for information on tax reporting requirements for gifts and gift cards.

Keep receipts for all purchases. Plan ahead so you can submit all reimbursement requests before the 60 days deadline.

Procedure

To request reimbursement for items purchased on behalf of the system:

If you are requesting reimbursement for gift cards or tangible items given to employees, enter each employee's name, UIN, and amount in the requested fields in Chrome River so University Payables can report the information to University Payroll & Benefits.
If you are requesting reimbursement for gifts or prizes to non-employees, select the Add Note icon to provide each recipient's name and address. If the amount is equal to or greater than $200, send the recipient's name, address, Taxpayer Identification Number (TIN), and dollar value of the gift by email through PEAR. See Tax Implications for Payments and Non-Cash Reportable Benefits for additional information and instructions.
  1. Log into Chrome River. In the Expenses Ribbon select + Create,

  2. In the Document Header screen, select "T-Card and Employee Reimbursements" from the report type list in the Purpose field, and select Non-travel as the trip type.

  3. Proceed through the screens.

  4. University Payables will review the request and process for payment. Payees will be notified at their university email address when the payment is deposited to their payroll bank account.

8.1.4 Determine the Allowability of Gifts, Prizes and Awards to Individuals
Tax Implications for Payments and Non-Cash Reportable Benefits
18.5 Fringe Benefits
19 Contracts

Chrome River Resource Page
IRS Accountable Plan Rules in Definitions
Job aid for System Navigation
Job aid for Create an Expense Report (ER)
University Payables Training Materials
PEAR (Protected Email Attachment Repository)

Last Updated: February 17, 2022 | Approved: Senior Associate Vice President for Business and Finance | Effective: September 2012

Give us feedback about this page Submit Feedback