Frequently Asked Business Questions

Procurement

Travel
Reimbursement and other non-travel procurement

General

I've heard that the University is adopting a new automated expense management system, "GEMS". When will the Division implement it and how will it affect me?
The GEMS program is a new web-based expense management system and is designed to work with an optional University credit card. GEMS will replace several forms currently used for reimbursements and existing University credit card programs. It will allow most faculty and some administrators to directly charge expenses to their U of C funds without requiring reimbursement.

The Social Sciences plans to roll out GEMS from November, 2008 to February, 2009.

What documentation should I provide to clear or be reimbursed for travel expenses?
For airfare, e-tickets are sufficient as long as they show the same information that would be on an actual receipt from the airline (class of service, cost, destinations, dates, paid by credit card name and account number). Boarding passes are not necessary. The University will only reimburse for economy class flights, not business or first unless prior authorization from the Dean is attached.

For hotels, the bill must be itemized and show payment and/or balance due of zero. Per IRS regulations, domestic rent is considered personal income and can only be paid directly by the University to the renter, not as a reimbursement to the traveler. Question 9 includes additional details.

The University will not reimburse for the extra cost of coverage for Collision Damage Waiver or any other insurance nor global positioning satellite navigation on domestic car rentals but will reimburse insurance on foreign car rentals.

You do not need to keep receipts for meals and incidentals under $75 each. Instead, you may submit a list of the expenses, in order by date; specify "lunch, dinner, bus, taxi, etc." Travel meals over $75 require the original receipt (itemizing the specific food/drinks purchased) and the credit card receipt, if a card was used. Travel meals must also indicate whether or not alcohol was consumed and, if so, the amount of the alcohol expense must be broken out from the meal total.
Can I use per diem? What are the rates?
Employees of the University (but not students) may claim per diem for lodging and meals. However, you may not claim actual expenses for one category and per diem for the other. For exceptions to this rule, please select "Per Diem Reimbursements" here.

Lodging per diem is based on actual nights. The first and last days of travel meals are pro-rated at ¾ the per diem rate.

Domestic and foreign per diem rates are here.
My credit card charges at a higher currency conversion rate than the standard; at which rate will I be reimbursed? What are the standard rates?
You will be reimbursed at the rate you were charged. Current and historic rates can be found here.
Can I get a travel advance? How many advances can I request?
Travel advances can be provided up to 30 days but no less than seven business days before the scheduled start of the trip. Funds can be provided more than 30 days in advance of the trip for pre-purchased airfare if an e-ticket and copy of credit card statement are provided. You may only have one outstanding travel advance at a time. Additional advances can be requested after receipts have been submitted to account for the current one.
What if I can't clear my travel advance by the original travel end date?
If your travel has been extended, notify your LBC Faculty Service Representative as soon as possible and she or he will request an extension.
Can I be reimbursed for airline tickets before the trip is completed?
Technically no but practically yes: Travel advances (which are not actually reimbursements) can be issued before the trip commences. But once the trip has begun, no advance can be issued and expenses cannot be reimbursed until completion.
Do we have a designated travel agency?
Yes, see here.

Arranging travel with the University's preferred travel agency allows you to order airline tickets and have them be charged directly to your University account.
Can I be reimbursed for renting or subletting?
Per IRS regulations, domestic rent is considered personal income and can only be paid directly by the University to the person renting the space, not as a reimbursement to the traveler who used the space. Domestic rent includes rent, subletting, and any other type of private residence.

International rent is reimbursable unless the renter is a U.S. citizen or U of C employee. If neither is the case, get a receipt from the person renting the space that shows the length of stay, rates, and amount paid. If the person renting the space is a U.S. citizen or U of C employee, the University must make payment directly to them. Please notify your Faculty Service Representative to arrange.
Can I be reimbursed for mileage? What's the rate?
Mileage covers fuel, insurance and repairs and may not exceed standard coach airfare; for 500 miles or more, a comparison quote for standard coach airfare must be obtained and submitted. Please provide: business purpose; exact dates; and destinations or a printout of route from an online mapping system. The current mileage rate can be found here.
Can I be reimbursed for local travel? What if it was to a conference or business meeting?
Travel of 50 miles or less from campus does not qualify for lodging or meal reimbursement unless you are coordinating a conference or meeting.

Mileage for business purposes is reimbursable; an example is visits to research subjects. Driving to work or campus is not reimbursable.
How soon until I get my reimbursement check?
Reimbursements are typically processed within 3-5 business days of receipt in the LBC. Delays may occur during heavy processing times, for example during June, the month before the U of C fiscal year ends.
How do I know what expenses are included in my reimbursement check?
Travel reimbursement checks typically indicate the purpose on the stub. If receipts are submitted with a Travel Expense Voucher then the stub will reflect whatever you enter for the "Check Information Line". If receipts are submitted with a personal memo, the stub will reflect the stated purpose of the trip.

For other, non-travel reimbursement checks there is no way to add detail to your check stub; please contact your LBC Faculty Service Representative for assistance.
How do I set up an account at the Seminary Co-Op Bookstore to charge purchases directly to my research funds?
Once a faculty member or other academic employee become a member of the Seminary Co-Op Bookstore (by buying shares), you may then ask them to "set up a research account to be billed directly to Melissa Serrano at the Social Sciences Division, Fac Ex 99." Such research accounts are for University business only. They are tax-free. On the authority of your Faculty Service Representative, the LBC pays the bill from your research funds every month. There is typically a $500 limit per month on Bookstore accounts but this can be negotiated directly with them. If you purchase more than your fund can cover, you will be required to make up the difference.

What do I need to provide to be reimbursed for research expenses (not including travel)? All expenses over $75 require original receipts along with a valid business purpose. Vendor "Statements" are not acceptable, nor are packing slips. The receipt or invoice must indicate payment was made (via cash/check/charge) and no balance due.

For expenses under $75 you may submit original receipts or instead provide a statement or email listing the items, date of purchase, amount, & business purpose. For a quick reference guide, please see here.

What counts as a valid business purpose for expenses?
The business purpose needs to be specific, e.g. "attend conference on Native American methods of warfare," or "stamps for mailing draft articles." Simply stating "research," "conference," or "stamps" is insufficient.
What if I'm missing a receipt?
Please provide a signed memo or email explaining why the receipts are missing and include the statement: "I have not and will not be reimbursed from any other source." If available, include a copy of the cancelled check or credit card statement - online versions are acceptable - or state "paid cash", as the case may be.
Is there a limit to how much I can purchase at one time?
Non-travel expenses may not exceed $500 on a single receipt. For purchases of single items over $500, we must attempt to purchase through the University's purchasing systems. Otherwise, please send an email to your Faculty Service Representative in advance detailing the exceptions requiring your purchasing the item yourself. You will be promptly notified if approved.
How can I purchase products or services through the U of C purchasing system?
Many common purchases are available through contracted U of C vendors and can be ordered via the online purchasing system, BuySite. For details on available hardware, software, site licenses, and office supplies from U of C vendors, please see the links below:
- Hardware & Software
- Site licenses
- Office Max Solutions (username: "uofc"; password: "browse1")
- Look up vendors
All professors and staff are encouraged to use the BuySite system. For training, please contact Melissa Serrano at mserrano@uchicago.edu or 773-834-8211. If your department has designated administrative support for Buysite, submit details of your desired purchases to them & they will place the order in the BuySite system for you. Orders are subsequently reviewed and approved by your Faculty Service Representative.
How can I buy equipment?
"Equipment" is an article of nonexpendable, tangible personal property having a useful life of more than one year and an acquisition cost that equals or exceeds $5,000. A variety of conditions apply to its purchase, use, and transfer. To buy equipment, talk with your Faculty Service Representative.
How do I pay someone who worked for me?
IRS regulations prohibit us from reimbursing payments for services. All such work is considered reportable income and must be paid for by the University directly. Have the individuals or companies contact your Faculty Service Representative (or provide your FSR with their contact info) and we will work out the appropriate payment method directly with them.

For details on payments to individuals in other countries, please contact Melissa Serrano at mserrano@uchicago.edu or 773-834-8209.
What's the difference between a travel meal and a "business" meal? How do I get reimbursed for "business" meals?
A business meal is one in which specific University business takes place. Business meal reimbursements require the following: date, location, names and affiliations of guests (unless more than 10, in which case just state so), as well as detailed purpose of meeting. Always provide the itemized receipt showing the specific food or drinks purchased as well as the credit card receipt if paid by card.

The only other reimbursable meals are those taken as part of business travel. Individual travel meals over $75 also require both itemized and credit card receipts but no additional information. Travel meals under $75 do not require receipts but it must be stated whether alcohol was consumed and, if so, the amount must be broken out from other meal expenses.
What are honoraria or speaker fees and how do I pay them? Can I get the check cut before the visitor arrives?
Honoraria are primarily intended to confer distinction on or symbolize respect or admiration for the recipient. As opposed to speaker fees, they are paid to the recipient at the discretion of the payer and are not fees charged by the person being honored. Honoraria payments cannot be charged to federal grant accounts. U of C employees and students are not eligible for honoraria but can receive payment through Payroll instead; be sure to notify your Faculty Service Representative beforehand.

Honoraria can be requested in advance of the visitor's arrival but requirements vary widely depending on their visa/citizenship status. Please check with your LBC Faculty Service Representative before making commitments or you may view the requirements here and here.

Submit appropriate documentation along with a flier from the event.
Can I make donations or gifts and be reimbursed?
Donations are not reimbursable without the approval of both the Vice President for University News and Community Affairs and the Vice President and Chief Financial Officer. Cash gifts of any denomination are not allowed under any circumstances. Non-cash gifts for birth/adoption, illness/death, or departures/ retirements are allowed up to $200; cash gifts and the like (checks, gift cards/certificates, savings bonds) are not allowed. Incentives to research subjects of $100 or less are acceptable for reimbursement.

Co-sponsoring an event with another institution is not a gift or donation and is acceptable; submit invoices directly to your Faculty Service Representative.
How do I pay incentives to my research subjects?
Please contact your LBC Faculty Service Representative to discuss details and possible methods of payment.
How soon until I get my reimbursement check?
Reimbursements are typically processed within 3-5 business days of receipt in the LBC. Delays may occur during heavy processing times, for example during June, the month before the U of C fiscal year ends.
How do I know what expenses are included in my reimbursement check?
For non-travel reimbursement checks there is no way to add detail to your check stub; please contact your LBC Faculty Service Representative for assistance.

Travel reimbursement checks typically indicate the purpose on the stub. If receipts are submitted with a Travel Expense Voucher then the stub will reflect whatever you enter for the "Check Information Line". If receipts are submitted with a personal memo, the stub will reflect the stated purpose of the trip.
Where can I find a listing of products and vendors?
See here.
What training is offered to assist in purchasing and procurement?
For general assistance, please contact your LBC Faculty Service Representative. If you would like formal BuySite training, please see here then select "Training Opportunities" from the options on the left.
What do I do with vendor contracts for events which I am organizing?
All vendor contracts must be reviewed and approved by Central Procurement Services. Please forward to your Faculty Service Representative and indicate the requested turn-around time.
How do I process subscriptions and memberships?
Please submit invoices for subscriptions directly to your Faculty Service Representative. Individual membership fees and dues in business and professional organizations can be reimbursed or you may submit invoices to your Faculty Service Representative.

Institutional membership fees/dues are not reimbursable and require prior approval. Membership fees and dues for the Quadrangle Club or any airline, car rental, or hotel club are not reimbursable. Individual membership fees and dues in other business, social, and dining clubs will be paid only in cases where the benefits derived are in accordance with the University's mission of instruction, research, and public service. The membership must support job related responsibilities and requires prior approval.