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Below in alphabetical order is a list of questions and answers that may provide helpful information regarding University administrative procedure. If you are looking for a specific topic, please search this document using the Find functionality in your browser and entering in the appropriate keyword(s).

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A supplier has called indicating that they have not received our check although our records show that a check was sent. What should I do?

Contact Central Procurement Services, Client Services, 2-3330. The Client Service Representative will notify the Bursar's Office to find out if the check was cashed. If the check was cashed, then a copy of the cancelled check will be requested. If, however, after 30 days the Bursar's records show that the check has not been cashed by the Supplier, then the Bursar's Office will contact the Supplier directly to complete an "Affidavit." This affidavit must be in original form and must be completed by the Supplier prior to the reissuing of a replacement check.


A supplier has called indicating that we are on credit hold. What should I do?

Notify the client services supervisor immediately - this is an emergency situation, no other shipments will be allowed or made until the credit hold is resolved.


An amount of $33.13 is shown to be deducted each month on my payroll advice under "current amount" and 0.00 is entered under "year-to-date". What is the $33.13 for and why is it not included under year-to-date? I am a non-US citizen (non-resident alien).

Since you are a non-resident alien we are required by the IRS to withhold that additional $33.13 per month for Federal Tax. Since it's an additional Federal Tax, we do not have a separate year-to-date field for this money. It is, however, added to your year-to-date Federal Tax.

If you have a copy of your October and November payroll advice you can check the year-to-date amount from October and compare it to November. You should see that the October year-to-date amount plus the amount withheld from your November pay for Federal Tax plus the amount withheld for Additional Federal Tax equals the Federal Tax Withheld that is stated on your November Advice statement.


As an alumni, can I have my transcripts sent to Interfolio.com, the new on-line program for Career Advising and Planning Services at the University of Chicago?

CAPS now offers on online reference file service through a partnership with Interfolio, Inc. (http://www.interfolio.com/). Interfolio.com will manage the operations of the credentials file services, while CAPS staff will still provide the counseling and guidance they have always provided on how to obtain reference letters and prepare effective applications.

Contact the Career Advising and Planning Services office at (773) 702-7040 for more information on how to use Interfolio, or visit their website: https://caps.uchicago.edu/resourcecenter/interfolio/.


Can a non-student, non-US citizen receive an honorarium payment from the University?

Please see:
http://comptroller.uchicago.edu/pay_honoraria.html


Can a traveler be reimbursed for airline tickets obtained by use of frequent flyer miles?

No, according to IRS regulations, in order to be considered a non-taxable transaction, travelers must be reimbursed on the basis of actual costs. In this case, the traveler would have no out-of-pocket costs.


Can an employee be reimbursed for airline, car rental or hotel club dues?

No as stated in University Financial Policy #1209. This applies even if the club membership is going to be used excusively for University business related purposes.


Can an employee be reimbursed for contributions to the Annual Quadrangle Club Employee's Christmas Fund?

Yes, considered same as tips, since a gratuity charge is not added to meals taken at the Quad Club throughout the year.


Can an employee be reimbursed for Quadrangle Club Dues?

No, as stated in University Financial Policy, 1209. This applies even if the club membership is going to be used exclusively for University business related purposes. The Quadrangle Club is a private social club.


Can guests/visitors be reimbursed for travel expenses on a per diem basis?

No, according to IRS regulations, only employees of the organization can be reimbursed on a per diem basis.


Can I be reimbursed for out of pocket expenses paid for cleaning service after a University event hosted at my home?

No. Services are paid with a Direct Payment Voucher (DPV). Independent Contractor status will be reviewed before payment. You may need to provide additional information. This rule applies to any service oriented agreements with non-university staff. If a university staff provided the service, submit an extra service payment form to your FSR/HR Specialist.


Can I charter an aircraft for University business purposes?

Yes, however PRIOR approval from the Risk Management Department is required. For additional information refer refer to Air-Charter of Travel Policy 1202.


Can I get reimbursed for local meals & lodging?

No, according to IRS regulations, an individual cannot be reimbursed for local personal meals or lodging. However, an individual may be reimbursed for local BUSINESS meals. For additional information on documentation required for business meals refer to University Financial Policy 1202, Meals-Business Purpose.


Can I get reimbursed from petty cash?

There is a limit of $50 payments for petty cash. Petty cash disbursements should be used only for small incidental expenditures and not as a method to bypass the University's Accounts Payable.


Can I hire an Attorney or Legal Firm to perform legal services for The University?

No. According to University Financial Policy 2705, Non-University attorneys may not be retained by departments, divisions and schools on University related matters. The decision to seek such representation must be made by the Office of Legal Counsel. The Office of Legal Counsel will negotiate the terms and conditions under which outside counsel represent the University.


Can I pay a per diem amount to cover meals and incidental expenses to an EMPLOYEE?

Yes, however there are IRS regulations that must be followed. For complete information concerning the use of per diems refer to University Financial Policy #1202, Meals. Note, a traveler cannot be reimbursed using a combination of both methods (actual costs and per diem) for a single trip; he/she must choose one or the other method.


Can I reimburse a traveler for CDW insurance on a rental car?

No, for domestic car rentals. The University provides traveler’s (employees students, visitors) on official university business with blanket coverage for collision, damage waiver and liability insurance for rental cars. Refer to U of C TravelNET, University Travel Insurance Program for a full explanation of benefits.


Can I use more than one FAS account on my Standing Order?

Only one FAS account number is allowed on each standing order request, however, utilizing the intranet or Federal Express Airbills in the allotted referenced field, you can use a different FAS account number for each shipment.


Departmental Purchase Order?

It is the responsibility of the department who issues a Departmental Purchase Order (DPO) (also known as a BuySite Order) directly to Suppliers, to reconcile all problems related to this type of order. Some problems may consist of the following:

  • Duplicate shipments
  • Incorrect material received
  • Damaged goods

Follow the steps given on how to reconcile departmental purchase order problems. If you need assistance you can contact Client Services and talk with the representative assigned to the specified Supplier.


Do I really have to submit my NSF application through Fastlane?

YES! Effective October 1, 2000, all NSF proposals will be required to be submitted via FastLane.


Do I still need to get an "original passenger receipt" when purchasing e-tickets from the airline or over the Internet?

Request an original receipt when you check in at the airport. For additional information, refer to Ticketless Travel (Electronic Tickets) Memo.


Does the University issue non-salary cash advances?

Yes, but only for specific reasons as stated in University Financial Policy #1214.


Does the University of Chicago provide on-campus housing for undergraduate students for all four years?

The University promises to house any undergraduate student who chooses to live in the University House System.

For more information on the undergraduate housing, please visit this webpage: http://housing.uchicago.edu/


Does the University receive discounted car rental rates for business travel?

Yes. Please refer to DISCOUNTS AVAILABLE FOR UNIVERSITY BUSINESS TRAVEL page located on TravelNET.


Does the University require admitted students to get certain shots?

Contact the same people you communicated with about your application and ask them for information regarding immunization for entering students. The information sent out may be different for whatever area you are applying to, eg., if you are applying to one of the professional schools or if you will be an entering undergraduate, there may be a different packet of material and information that goes out to students.

If you will be coming in as an undergraduate, please visit the following website for information: http://studentmanual.uchicago.edu/administrative/


For Domestic Travel, can an employee fly Business or First Class?

No, with the exception of the following reasons: physical disability, lack of available space, or cancellation of service. Requires prior approval of Dean, Vice President or Provost. Even when approved, first/business class travel is always considered an unallowable expense that must be charged to Unallowable sub account 9912. For additional information refer to University Financial Policy 1202, Airline Ticket-Domestic.


Has a purchase order number been assigned to purchase requisition?

This information can be obtained by accessing the APS-PO system Screen 76

76 - REQUISITION DISPLAY/MODIFY/DELETE

Note: some areas of operation must use screen 23 to obtain this information.

Enter requisition number - if the purchase requisition has been processed and a purchase order number assigned then a Purchase Order Number will be supplied.


How can I add/change descriptions to our ledger subaccounts in the FAS system? (We are trying to standardize our ledger charts of accounts and add descriptions where none appear currently).

It is very easy to add a description to your ledgers. First you must obtain Comptroller's Office Form No. 84 (Line Item / GL/SL Dollar Record Create). There are only 2 columns of information which need to be completed. The first is the account number. You must provide the entire 10-digit account number (i.e. your account number and the subaccount for which you are trying to provide a description). The second column is the description you wish to appear in your ledgers for this subaccount (the description is limited to 20 characters).

A separate line must be completed for each 10-digit account number.


How can I check the status of an invoice to see if it has paid against my purchase order?

This information can be obtained by accessing the APS-PO system. Use screens 73 and 74 to research payment inquiry.

Note: Some areas of operation must use screens 12 and 11 to research payment information.


How can I pay a conference registration fee?

Preferred method: Submit a Direct Payment Voucher with a copy of the registration form. Allow seven working days for processing. The University will pay the registration fee directly. If paid by the traveler: obtain a receipt (or make a copy of the registration form and your check or credit card information)and submit it for reimbursement. These fees must be charged to unallowable sub account 3900.


How can I process advance travel information? Where do find codes, on the airline passenger receipt, that gives the class of air travel?

You can get information on how to fill out a travel advance and the policy regarding travel advances from the UC TravelNET web page,under the Arranging a Trip Section. The URL is http://adminet.uchicago.edu/buypay/travelnet.html. There also an airline code list under the Reimbursement Section of TravelNET.

The airline code is found between the Departure/Destination cities and the dates of travel located on the top, right-side of the passenger receipt.


How can research subjects be paid?

They can be paid by from either a Revolving Cash Fund (Petty Cash) or with a Cash Advance.


How do I apply for a baseball scholarship to your universtiy? I live in Australia.

Information on scholarships and fellowships available at the University of Chicago can be found here: http://scholarships-college.uchicago.edu/.

In addition, you may wish to contact David Hilbert, the Sports Information Director, who will be able to answer your question. His email address is dhilbert@midway.uchicago.edu.


How do I cancel an encumbrance?

To cancel an encumbrance you must first make a copy of the ledger sheet showing the encumbrance balance and explain why purchase order is showing an open encumbrance. You can mail, or fax your request to cancel the encumbrance to: Central Procurement Services, Attn: Client Services and note: PLEASE CANCEL ENCUMBRANCE. You can also e-mail your request to: t-white@uchicago.edu.

Mailing Address:
Central Procurement Services
Attn: Client Services
1225 E. 60th Street - Rm 128
Fax: 2-8999

It is very important that you state the reason for the encumbrance cancellation. Reasons for encumbrance cancellations:

  • Purchase order cancelled
  • Purchase order never filled
  • Price on purchase order was less than originally quoted
  • Changes occurred on purchase order i.e., quantity change or price change
  • Purchase order dropped from APS-PO system before it fed into FAS (system error)
  • Purchase order Fiche
  • Invoice paid under different purchase order number
  • Supplier issued an internal credit against purchase order balance

How do I determine if an airline ticket was for business class?

Every airline ticket contains an airline "class of service code". This single or double-digit alpha code usually appears immediately after the flight number. For a complete list of airline class of service codes please refer to Airline Classes of Service Codes on TravelNet.


How do I get reimbursed for my Travel? What documentation do I need?

Complete a Travel Expense Voucher, (TEV Form 97), or a Travel Expense Envelope. Original receipts must be submitted for transportation, lodging, business meals, other business expenses (charges incurred for equipment rental, supplies, or delivery services), and for any single expense that is $75 or more. All travel expenses, regardless of dollar amount must be itemized by day on the TEV. If additional space is needed, use a copy of the TEV worksheet or attach a plain sheet of paper to detail daily expenses. Forward the form and receipts to your FSR. For more travel tips, visit the University's Travel policy web page.


How do I make a payment in Foreign Currency?

Fill out a Direct Payment Voucher Form 88R. Write the words "Foreign Draft" at the top of the DPV. Send the DPV and supporting documentation directly to the Non-Salary Disbursements Department. For additional information please refer to Supporting Documentation.

Note: Foreign drafts are issued through a third party. Therefore, please allow 3-7 working days for processing. Since there is an additional charge to issue a foreign draft, payment in US dollars is highly recommended unless the documentation stipulates that the payment must be made in foreign currency.


How do I make apartment rental/lease payments?

These payments are processed through the Independent Contractor section. For additional information, refer to "How do I make apartment rental/lease payments?".


How do I pay a UChicago student for tutoring another UChicago student?

It's not a straightforward answer. It all depends on the student's employment status in the EDB. If the student has an active biweekly or monthly assignment, the student should be paid via the biweekly additional or monthly extra service pay form. If the student does not have an active job and this tutoring assignment is less than two consecutive pay periods, the student should be paid via the student casual employment form.


How do I pay an honorarium?

You can pay an honorarium by processing the payment through the Independent Contractor System. For additional information see Honoraria Payments.


How do I pay an individual for a One-Time Lecture Fee?

The forms that are required differ depending on several factors such as, is the individual an University employee and/or US citizen?

For complete information on the procedures and forms needed to process these payments, refer to, One-Time Lecture Fee Payments found on the Payroll web page.


How do I process a payment for an Award or Prize?

Please refer to Prize & Award Payments located on the Payroll Department web page.


How do I request a copy of a journal transfer?

Please submit your request through the "Request a Document" facility

( http://compt-doc-request.uchicago.edu/client/CDRwelcomeUA.cfm)

found on the "Paying for Goods and Services" page

(http://adminet.uchicago.edu/buypay/paying.html)

of AdmiNET under "Other Resources".


How do I request a Wire Transfer?

Fill out a Direct Payment Voucher, Form 88R and Wire Transfer Request Form. Send both forms, along with supporting documentation, to the Comptroller's Office, Cash Management Section. For additional information refer to Direct Payment Voucher.


How do I request copies of journal vouchers that have been processed?

You may request a copy of a journal voucher from the Comptroller's Document Request Website.


How do I submit an order?

Use the WEB based BuySite to order goods under $5,000; requires special CNet user ID and password. All orders over $5,000 dollars must include competitive pricing. Orders over $25,000, are submitted on a Purchase Request (Form 100) to Central Procurement Services for processing.


I am a new Coordinator for CEERES. I would like to learn more about accounts opened for the Center, create files, get access to these accounts, transfer money if necessary. I would greatly appreciate your help.

The FAS User's Manual is an essential online resource describing all aspects of the Financial Accounting System. For training, please visit Training at the University of Chicago, where you will find courses offered in various categories including University Administration. In particular, you may want to go to the subcategory "Comptroller".


I am a new employee and have downloaded and filled out the form for health insurance. I am wondering where I send it to (address or fax number)?

For information on University health benefits and the contact information for the Benefits Office, please consult the Benefits Contacts page:

http://hrservices.uchicago.edu/department/contact/index.shtml.


I am looking for funding; where do I begin?

Link to multi-agency and agency-specific search engines to help you find a sponsor:


I am missing several ledger sheets for the period ending 12/31/00. Who should I contact about the missing ledger sheets?

Contact Memory Jacobs of Data Control in the Mott Building at 2-1871 or m-jacobs@uchicago.edu.


I am starting a new lab; are there preferred vendors for lab or office supplies?

Yes. The University has negotiated contracts with suppliers of various goods and services. View the full list of contract agreements available by selecting a list by Vendor or by Commodity.


I am traveling with an E-ticket, what do I use for a receipt?

If you are using an Electronic ticket, a receipt must be requested from the vendor at check in. Submit this original receipt for reimbursement.


I have a grant account which has ended. How do I prepare a closing memo?

The answer is that there is no general answer. Each grant is different and subject to different rules and procedures, so there's not one answer that applies to all awards.

To find out what to do regarding a specific grant or award, please contact the Manager of Post-Award Administration in the Office of the Comptroller, James Durkin, at 702-1970.


I have not received my W-2 tax statement, what can I do?

Employees who have not received W-2's by the end of January should personally contact the Tax Information section of UC Payroll at (773) 702-0306.


I lost my identification card, how do I get a new one?

You will need to report the lost to your H.R. Specialist. He/She will provide you with documentation and instructions for receiving a new one. For security reasons, lost identification cards should be reported immediately to the H.R. Specialist.


I lost my original receipt; can I still get reimbursed?

If you lose a receipt, contact the provider of the services. Most hotels, airlines, and car rental agencies will be happy to provide you with a copy of your receipt. If a receipt or duplicate cannot be obtained, submit an itemized list indicating what the expenses were. When submitting a duplicate copy of a receipt or alternate documentation, write this statement on the receipt and sign it: "This expense was incurred in connection with University business. I have not and will not be reimbursed from any other source."


I need a copy of our State of Illinois tax exempt letter and "letter of credit", where do I obtain these forms?

Download your copy from the Central Procurement Services Home Page under "Tax Forms."


I need to cancel my Federal Express Standing Order, what should I do?

Only one FAS account number is allowed on each standing order request, however, utilizing the intranet or Federal Express Airbills in the allotted referenced field, you can use a different FAS account number for each shipment.


I need to check delivery status of an order. What should I do?

Contact Central Procurement Services, Client Services, by phone, email, of fax to expedite delivery information, or, contact the Supplier's Customer Service Department making sure that the purchase order number is furnished to the Supplier.


I need to complete a "Request for Credit" application for lodging and also issue credit references, what should I do?

Fax a copy of the application for lodging to Central Procurement Services, Client Services, 2-0904. Indicate departmental phone and fax number. The pertinent information will be supplied and faxed back to requesting department.


I need to establish an account with Federal Express, what should I do?

Submit a Purchase Request (Form 100) to Central Procurement Services, Client Services referencing the following information:

  1. One FAS account number
  2. Authorized signature on the account
  3. Requisitioner (contact person who will manage the account)
  4. Contact phone number and 4-digit departmental code number

Central Procurement Services will establish a Standing Order number which is required in order to set up an account with Federal Express.


I need to hire a work/study or regular student worker, what do I do?

Provide your FSR or H.R. Specialist with a description of the work they will perform and the name and number of the account from which their salary will be derived. The FSR or H.R. Specialist will complete all the required paperwork and submit the information for processing. Once you select a student worker, he/she should go to the Payroll Office to complete the necessary payroll forms.


I need to know the procedures for breaks and lunch. If you work 8 hours per day and only take 30 min. for lunch are you suppose to get 30 overtime everyday for the remaining of your lunch break?

A 30 minute lunch period is unpaid time. Generally, overtime is based on the hours worked per week, not per day. If you are eligible for overtime (i.e., you are paid biweekly and you work over 40 hours in a week), you should receive pay for any hours over 40 at the rate of 1.5 times your regular hourly rate. There are other provisions for overtime depending on the bargaining unit contract. See your contract or call Employee/Labor Relations for details.


I need to make changes to my State and/or Federal W-4 withholdings, where can I get the forms? How can I find out what I wrote on the form last time?

The LBC Personnel Office has copies of both forms. You can also download a copy from the AdmiNET Employees and Payroll forms page. We will forward your changed forms directly to payroll. The Payroll Office does not maintain a record of your W-4 forms. You must contact Tax Information section of UC Payroll at (773) 702-0306--they will provide current W-2 filing information.


I need to order Comptroller Form 133 (Report of Money Received) where do I obtain this form?

Comptroller Form 133 can be obtained from the University's preferred office supplies provider, a Boise Company as well as all other Comptroller forms. Also check the form list located on AdmiNET for Comptroller forms available on the web.


I need to put up a wall to separate a work space for one organization and install carpeting for another department. Both jobs will probably be around $2,000. Can I get quotes and contract with a vendor or do I have to work through the facilities department?

Facilities Services (FS) has the responsibility of maintaining University Buildings. When an area requires a modification that renovation should go through FS. That way you are ensured a level of quality control, materials that are consistent with University standards, compliance with applicable building codes, and one primary point of contact for project management for project coordination.

Additional information:

You can get your own quotes up to $24,999.99 if you are using the (BuySite system) if on paper then $4,999.99.


I received a duplicate shipment and I need to return one. What should I do?

Contact Central Procurement Services, Client Services by phone, email or fax immediately to expedite a return goods/material authorization or RMA on "U" Purchase Orders. If the Supplier acknowledges the error and error was made by the Supplier, then the Client Service Representative will expedite the return and issue a RMA number to the department. The requisitioning department must supply the following information to the Client Service Representative.

  1. The Purchase Order Number
  2. The Supplier's order number; this number is usually located on the packing slip.

The date the overshipment or duplicate shipment was received.

If a BuySite Order was the method of ordering, the department is responsible for contacting the supplier to obtain the return goods/material authorization or RMA.


I received a duplicate shipment and I need to return one, but the error was made by our department, what should I do?

Contact Central Procurement Services, Client Services, by phone, email or fax immediately to expedite a return goods/material authorization or RMA. If the Supplier acknowledges the error and it indicates an error was made by the department, the Client Service Representative will expedite the return and issue a RMA number to the department. The requisitioning department must supply the following information to the Client Service Representative.

  1. The Purchase Order Number
  2. The Supplier's order number; this number is usually located on the packing slip.
  3. The date the overshipment or duplicate shipment was received.

NOTE: on duplicate shipment(s) if the error was made by the requisitioner, in most cases a restocking charge will apply.


I received a duplicate shipment and would like to keep both shipments, what should I do?

Contact Central Procurement Services, Client Services by phone, email or fax. The Client Service Representative will request a change order - also known as an "add on." This process is required in order to pay the Supplier's invoice.


I received an invoice from the Supplier, it has additional items that are not listed on my purchase order. What should I do?

Contact Central Procurement Services, Client Services, 773-702-2330. If you have requested the additional items directly from the Supplier, then a change order must be generated and submitted to the Client Service Representative who will notify the Buyer/Contract Specialists.

Note: This is an unauthorized purchase - Central Procurement Services must be notified in advance on all request for additional items when the original purchase order has been released to the Supplier.


I received Damaged Goods. How do I handle damaged goods after they have been received?

Contact Central Procurement Services, Client Services by phone, email or fax immediately if the goods were ordered on a "U" Purchase Order. It is vital for all incoming goods to be inspected by the receiving area (if applicable) or the user department. This helps to avoid any unnecessary disputes relative to damaged goods. Client Services will initiate a claim as soon as the call is received. However, to insure proper procedures for the Supplier or the Shipper, follow these steps:

At the time of delivery:

  • Step 1: Visually verify case counts. Note all shortages on shipping documentation and have the driver sign. In some cases, however, this will be handled by the receiving area.
  • Step 2: Examine each carton for obvious damage. Most importantly, keep all damaged cartons.
  • Step 3: Open every carton to check for hidden damage. This must be done no later than one week of receipt of material.

The date the overshipment or duplicate shipment was received.

IF THE DAMAGE IS OBVIOUS

  • Step 1: Indicate all damages or losses on the freight bill and receiving documentation.
  • Step 2: The receiver and driver must both sign the receiving documentation - bill of lading.
  • Step 3: Retain all material in the condition and the carton in which it was received.
  • Step 4: Notify the Client Service Representative by phone. This is crucial.

IF THE DAMAGE IS CONCEALED

  • Step 1: Upon verification that the damage is indeed concealed, the Client Service Representative must be notified by phone immediately.
  • Step 2: Do not remove packing materials - materials must be in the next exact condition as it was received.

If the goods were ordered on a BuySite purchase order, the department is responsible for supplier notification.


I received incorrect material, how do I get the Supplier to send the correct material?

Contact Central Procurement Services, Client Services by phone, email Contact Central Procurement Services, Client Services by phone, email or fax immediately to expedite a return goods/material authorization or RMA if the goods were ordered on a "U" purchase order. Requisitioning department must supply the following information to the Client Service Representative.

  1. The Purchase Order Number
  2. Supplier's order number, this number is usually indicated on the packing slip
  3. Date the incorrect material was received.

The date the overshipment or duplicate shipment was received.

If the goods were ordered on a BuySite purchase order, the department is responsible for supplier notification.


I want to pick up a Supplier's check from the Bursar's Office, what should I do?

Contact Central Procurement Services, Client Services, 2-3330 to find out if the purchase requisition and the Supplier's invoice has been entered. The client service representative will notify the Buyer/Contract Specialists regarding your request to pick up the check from the Bursar's Office; a memo will then be submitted to the Bursar's Office indicating that the check will be picked up. It is important that a contact name, department name and telephone extension is referenced on the memo by Central Procurement Services. It is, however, the responsibility of the requesting department to:

  1. pick up the check from the Bursar's Office
  2. mail or federal express the check out to the Supplier.

I will be entering the college as a freshman in the fall. I was wondering what if any credit union or bank is on campus. (Please supply contact information.) Also, what ATM's are there and what bank(s) are they affiliated with? Is there an ATM at the credit union?


Information about ATMs is available on Chicago Life.

Banking
Just before the start of the academic year, many banks, including those in the neighborhood, have representatives in the Reynolds Club. Opening an account in a nearby bank may make financial dealings more convenient. (There is a Citibank branch on campus right next to the University Bookstore.)

Citibank
The University of Chicago Branch
5812 South Ellis Avenue
256-2280
Monday-Friday: 8:00 A.M.-4:00 P.M.
ATM is open seven days a week,
6:00 A.M.-9:00 P.M.

ATMs
Automated Teller Machines are located at the following sites on campus:

  • Reynolds Club basement (Citibank)
  • GSB Hyde Park Center
  • Law School
  • Citibank Branch in the Surgery Brain Center
  • Comer Hospital
  • International House

Most Hyde Park and Chicago banks have ATMs. Not all are available 24 hours, though.

Most ATMs will add a service charge ranging from 50¢ to $2 to withdraw cash if your card is not affiliated with that bank.

Credit Union
Administration Bldg.
(773) 702-7179


I will work at the University of Chicago from this March. My wife wants to take undergraduate classes (Computer Science) at the University. Are there any benefits for families of employees of the University of Chicago who would like to take classes? Here (at the University of Minnesota) the family of an employee can get financial benefits when they take classes.

The University of Chicago does have educational assistance programs for employees. Without knowing into what type of position you are hired, whether you will be an academic employee or staff employee it is not possible to let you know whether your wife would be eligible for tuition assistance.

However, you may want to review the HR web pages on which the educational assistance programs are described. The URL is http://hrservices.uchicago.edu/. Then go to Benefits, go to University Benefits, go to Additional Benefits and you'll see the educational assistance program.


I would like to know for sure whether or not faxed airline receipts will be acceptable to the comptroller's office?

In order to be in compliance with Internal Revenue Service Regulations, the University of Chicago Travel Policy states that we must have an original passenger receipt for reimbursement purposes. Fax copies are not originals therefore are unacceptable. The links to the airlines are set up to give travelers access to information, which does not override our policy.


I would like to know if there is a policy on how long a department should retain their financial records. For example we are currently storing reconciled ledgers as far back as 1985. With storage space being a premium here in the medical center. I would like to know if we can safely discard all old financial records and how far back we do need to retain records. It would include 2 ledger accounts for department operational, 5 ledger accounts for federal grants and 6 ledger gift accounts.

Financial Policy 2701 gives guidelines for the Comptroller's Office, but states "This policy only applies to documents maintained by the comptroller's Office. Contact the office of your Dean, Director, or Vice-President for document retention policies specific to your unit." Therefore, it is up to the discretion of each Division as to how long they wish to retain records.


If a Supplier received a check that does not belong to them, what should I do?

Contact Central Procurement Services, Client Services, 702-3330. Client Services will expedite the return of the check.


If I get a call from a Supplier regarding duplicate payments what should I do?

All calls regarding duplicate payments should be directed to Central Procurement Services, Client Services, 2-3330. Client Services will contact the Supplier who will initiate a credit refund in the form of a credit memo or a refund check.


If I get a call from a Supplier regarding wrong payments, what should I do?

Refer all calls to Central Procurement Services, Client Services, 2-3330. Client Services will expedite the return of the check.


If I move, how do I update my W-4 address information, so that I'll get my W-2 in January?

The W4 is completely independent of the W2. If you need to update your address and are currently employed at the University of Chicago, you should let the Human Resources person in your department know. That Human Resources person should then forward the information to University Human Resources Management (HR) or the Provost's Office. You (the employee) can double check that this has happened by looking at the address printed on your next check.

If you are no longer working at the University of Chicago, you can send an e-mail to the Biweekly/Monthly Payroll Supervisor at payroll@uchicago.edu. The e-mail should include your name, current address, and Social Security Number.

To make sure that it is done in time for the W2 process, the Payroll Department should receive the address change by the end of December.


If I work full-time at the University, can my spouse take classes for half the regular tuition rate?

The University of Chicago does have educational assistance programs for employees. Without knowing into what type of position you are hired, whether you will be an academic employee or staff employee it is not possible to let you know whether your spouse would be eligible for tuition assistance.

To learn more about the education assistance program offered by the University, please visit this web page: http://hrservices.uchicago.edu/benefits/tuition/index.shtml


International Travel - Can an employee fly Business or First Class?

Yes, BUT ONLY for the specific reasons noted in University Financial Policy 1202. Requires prior approval of Dean, Vice President or Provost. Even when approved, first/business class travel is always considered an unallowable expense that must be charged to unallowable sub account 9912.


Is there a category for meeting expenditures? I would like to know how meeting expenses such as meals and audio visual rentals are coded.

Food and Liquor expense would be charged to sub 30XX. Audio Visual equipment along with chair, table, and dinnerware rental and the like would be charged to sub 79XX.


My home address and information has changed, who should I give the information to?

To change information in the University's payroll system contact your H.R. Specialist or designated FSR with the information. Our changes will only effect payroll, tax information, and UC sponsored benefit programs (e.g., LTD, Life, & Personal Accident). Request for address changes for TIAA, Vanguard, health care providers, dental, etc., must be made directly to the plan provider. Telephone numbers for these providers can be found on the http://hrservices.uchicago.edu/department/contact/index.shtml page.


Once the Federal Express Standing Order has been established, do I need to renew each year?

No, all departments which have an established standing order number with Federal Express do not need to send a request to renew each year. All Standing Orders will be automatically renewed by Central Procurement Services.


We want to store some file cabinets (20) and a few other items from our lab. We will need to access these items. I found a place near the university. Is it on the vendor list? Can I use it even if it is not on the vendor list? It is very convenient. Could you send me a list of University approved vendors - for all services please?

Yes, the storage company is already in our system and apparently is being used by other University departments. The process for payment is to set up a standing purchase order. Fill out a Purchase Request (Form 100) and send it through the usual process, if this is where you want to store your stuff.


What am I to do with an unused airline ticket?

Unused airline tickets have a cash value and should not be discarded. If they were purchased through the University of Chicago's designated travel agency, return them to the agency office for refund, or credit, or to apply to future travel arrangements..

If the tickets were purchased from another agency, consult the travel agency or airline that issued the ticket for return or re-use procedures.

For additional information refer to Traveler's Tips, Unused Airline Tickets.


What are non-reimbursable expenses?

  • Pay TV and video rentals during travel
  • Personal entertainment such as attending a professional sports event
  • Health club fees
  • Domestic car rental collision and damage waiver (CDW) insurance
  • Personal injury insurance coverage - Refer to Travel Accident Insurance

What can I get reimbursed for when I travel for Official University business?

The University will reimburse the Traveler, or the individual who has paid the traveler's expenses, for all necessary and reasonable University travel related expenses. You will most likely spend money on airfare, hotels, meals, and other incidental items, such as tips to skycaps and porters, business phone calls, and cab fares. Don't forget to get a receipt!


What constitutes a Business Meal, and what do I need to be reimbursed?

Business meals are expenses, which are incurred while conducting official University business. The following must be submitted with each reimbursement request:

  1. Date and Place of meeting/activity.
  2. The specific purpose of the meeting/activity.
  3. The names of individuals attending the meeting/activity.
  4. Original receipts or copies of credit card receipts

What documentation is needed to pay foreign visitors?

This information is found at this location:
http://adminet.uchicago.eduhttp://comptroller.uchicago.edu/pay_visatypes_frameset.html


What documentation is needed to reimburse a traveler for hotel expenses?

Either 1) a paid hotel receipt showing zero (0) balance due , 2) Hotel express check-out bill along with a copy of the traveler’s credit card statement as proof of payment,or 3) If a traveler handed you an express check-out you can call the hotel and instruct them to fax a copy of the final bill. Submit both the original express check-out bill and the faxed final copy showing zero balance due with the TEV.


What documentation is needed to reimburse business meals?

Business meals are defined as meals taken with students, donors, colleagues, or individuals from other institutions during which specific University business discussions take place. In order to be reimbursed for the expense you must provide 1) a credit card receipt indicating meal location and amount, 2) the specific business purpose and 3) list of attendees.


What does check type "A" "C" "M" "P" or "V" mean?

CHECK TYPE CODES

  • A - Automated, system generated check
  • C - Cancelled Check
  • M - Manual, hand cut, wire transfer check
  • P - Problem Status or invoice recently entered
  • V - Ready for payment, awaits due date (Term Date) or CREDIT MEMO exceeds invoice amount

What form is used to reimburse travel expenses?

A Travel Expense Voucher (TEV) Comptroller Form 97 is used to process these payments.


What form is used to reimburse business meals?

The preferable method of payment is to submit a Reimbursement to Individuals (RTI) that is processed on the Direct Payment Voucher (DPV) Comptroller Form 88R. If the meal is incurred while in travel status, the Travel Expense Voucher, Comptroller Form 97 may be used. When the expense is less than $50, you can also use the Petty Cash Receipt, Form 47R.


What is a NIH modular grant format?

The modular grant application format is an extension of NIH's streamlining and reinvention initiatives. The modular grant initiative was designed to focus the attention of investigators, their institutions, peer reviewers, and NIH staff on science rather than budget details. Complete information on modular grant applications is available at:


What is an Unallowable Cost?

An expense that cannot be charged directly or indirectly to federal funds. Provisions in OMB Circular No. A-21 prohibits the University from charging federal funds, either directly (i.e., charges to Ledger 5) or indirectly (i.e., charges via cost pools), for certain unallowable costs and require the University to certify that no unallowable costs are included in the indirect cost proposal it submits to the Federal Government. For additional information on the various types of unallowable costs refer to University Financial Policy #1013.


What is the mileage reimbursement rate?

Click here for the current mileage rate.


What is the official institutional address and contact person for applications?

Institution Name and Address:
The University of Chicago
5801 South Ellis Avenue
Chicago, Illinois 60637

Authorized Institutional Official:
Mary Ellen Sheridan, Ph.D.
Associate Vice President for Research
Director, University Research Administration
970 East 58th Street
Chicago, Illinois 60637
(773) 702-8604
FAX - (773) 702-2142
MaryEllenS@ura.uchicago.edu


What is the policy in regards to a clerical employee becoming an administrative employee & promotional pay increases affecting such a change in status?

Regular (full or part-time, benefit eligible) clerical employees are paid according to the provisions of the bargaining agreement with Local 743. The contract specifies promotional pay increases depending on how many grades are involved in the promotion. For more information about this, please see the Local 743 contract. http://hrservices.uchicago.edu/fpg/unions/L743/index.shtml.

From HR's perspective, "administrative employee" refers to non-union, salaried, monthly-paid positions. Any position in this classification must meet the criteria for exempt status set forth by the Fair Labor Standards Act. This federal law regulates overtime. An employer may exempt a position from overtime pay only if the position meets the criteria. For more information about the criteria, please see the Department of Labor website. http://www.dol.gov/.

Outside of the union, promotional pay increase decisions are made by department managers. There are no specific percentages or dollar amount rules. Individual staff pay decisions will rest with the unit manager and are based on several factors including job classification, pay range, market pay information, unit budget, internal equity, the staff member's directly related education, experience, skills, and performance, as well as (if applicable) salary increase history and position of pay rate in range.

For more information about this, please see the University's compensation philosophy. http://hrservices.uchicago.edu/department/compensation/.


What is the purpose of the Biweekly Payroll Accrual?

See the memo: Biweekly Payroll Accrual for Fiscal Year Ended June 30, 2000.


What is the purpose of the Travel Expense Envelope?

It’s a handy method that allows a traveler to retain required receipts and record other small daily expenses such as tips and cab fares. For additional information refer to Financial Policy 1202, Travel and Traveler's Tips.


What is the rate for mileage reimbursement?

34.5 cents per mile in accordance with IRS regulation.


What is the subaccount for subscriptions to professional and/or scholarly journals?

There is no specific subaccount for subscriptions to professional journals. Costs associated with this would fall into subaccount 4900 for "All Other Services".


What is the University's policy on sexual harassment and what does the University recommend that I do if I witness a coworker being harrassed because of his or her sexual orientation?

Please read the online document, "Sexual Harassment: What We Can Do" at: http://www.uchicago.edu/docs/sexharass.html along with the University's "Sexual Harassment Policy"

You should also read the University's Personnel Policy U605 on Sexual Harassment found at http://hrservices.uchicago.edu/fpg/policies/index.shtml.


What is this charge on my ledger?

This is a very common question received by the Comptroller's Office. Usually, the answer to this question can be found by looking at the information already provided on your ledger.

If you look at your AM091 (Report of Transactions), you will see that this ledger is separated into many columns. The essential columns in answering the above question are J.E. Offset Account and Batch Reference.

The J.E. Offset Account is the account number of the other side of the entry (i.e. the person who submitted the charge to your account).

The Batch Reference can tell you who submitted the batch, which contained the charge, which hit your ledger.

There are a variety of different Batch References. The Batch Reference column is 6 characters long. It is formatted as either 3 alphabetic characters followed by 3 numeric characters, or 2 alphabetic characters followed by 4 numeric characters.

In the first case, (i.e. 3 alpha, followed by 3 numeric), this is a batch which is automated. The 3 alpha characters are an abbreviation for the department who submitted the batch. Often just by knowing the department, which submitted the batch, the charge is understood.

In the second case, (i.e. 2 alpha, followed by 4 numeric), this is a batch which was manually prepared by a person. The 2 alpha characters can be either the person's initials, or some standard abbreviation for the department.

You can view a listing of all registered Batch References by going to the following url: http://adminet.uchicago.edu/admincompt/report-of-transactions/batchreferences.pdf.

If just knowing who submitted the batch does not help to answer your question, it is possible to see a copy of the actual transaction. There are a variety of ways to get a copy of the transaction. There are different facilities available depending on which type of transaction you are looking for.

If you want to see a copy of the transaction you will need the obtain the following information from your ledger: Control Number, Date, Batch Reference, Batch Date.

To obtain a copy of a Budget Form, Direct Payment Voucher (DPV), Interdepartmental Order (DP), Journal Voucher (JV), Purchase Order (PO), Purchase Request or a copy of a Ledger, you must access the Comptrollers Office Document Request Website.

To obtain a copy of a JE or EE transaction (these are transactions which were submitted through the ACCTS (Account Create Cost Transfer System), you must access the ACCTS system.

If you need a copy of a Cash Receipt document, you will need to contact your Comptroller's Office Contact. Your Comptroller's Office Contact's name and phone number are listed at the top of you ledger.

Please contact your Comptroller's Office Contact if you need any additional information regarding chargeson your ledgers.


What other goods and services are available on-campus?

TravelNet

Campus Computer Stores (CCS)

CitiBank, F.S.B.

Office Machines Department

Radioactive Isotopes - Radiation Safety Office

Telecommunications

University Bookstore


What should I do if I need to change an account number, or if the account number is frozen?

Submit a Form 100B (account code change form), e-mail, or memo to Central Procurement Services, Client Services, referencing the following information:

  1. New FAS account number
  2. Old FAS account number
  3. Authorized signature on account
  4. Requisitioner (contact person who will manage the account)
  5. Federal Express account number and Purchase Order Number

What should I do if I submit a travel expense voucher and am missing a receipt?

The traveler should seek a duplicate, especially from hotels and car rental agencies. If a duplicate bill cannot be obtained the traveler must:

  1. State why the receipt is not included
  2. Provide some other form of documentation to support the expense
  3. Provide a signed statement that he/she has not and will not be reimbursed from any other source. This signed statement requirement is waived if the traveler:

    1. Signed the Web Travel Expense Voucher or
    2. Signed the Travel Expense Envelope.

    Both of these documents contain a similar statement, located just above the traveler's signature on the forms.

What type of business expenses may I be reimbursed for?

Please refer to the Reimbursements to Individuals Quick Reference Guide located on AdmiNET.


What types of items can be paid on a Direct Payment Voucher, Form 88R?

The Direct Payment Voucher (DPV) form is to be used by departments to process payments for the following categories of non-salary expenditures:

  1. Selected Items That Do Not Require a University Purchase Order,
  2. Non-Travel Related Reimbursements to Individuals,
  3. Foreign Drafts,
  4. Wire Transfers and
  5. Independent Contractors and Other 1099/1042 Reportable Items.

When an employee transfers to the University from UC Hospitals (or vice versa), what form should be used to transfer sick days, personal holidays, and vacation time?

According to Section V, Paragraph G found on this page: http://adminet.uchicago.edu/admincompt/paymanual/sec5.html.

The hire date and accruals of employees who transfer between the University and the University of Chicago Hospitals will be transferred. Sick leave accrual balances should be transferred; however, it is not necessary to transfer funds for these accruals. (Union agreements, however, should be consulted regarding bargaining unit employees.)

Vacation and Personal Holiday accrual salary/expense transfers charged to Ledger 3 accounts should be done on Journal Vouchers (Comptroller Form 60) and sent directly to the Comptroller's Office, Mott Building, Payroll Department.

Please note that when using the Journal Voucher, you must charge the appropriate fringe benefit rate separately and charge it to the appropriate subaccount.


Where can I find information on Petty Cash funds?

Information is found on AdmiNET, under Manuals and Guides, Petty Cash Guidelines.


Where can I find the document request facility? I need to request a copy of a travel voucher. Also, where are the other request a documents located?

You can request any document from the Comptroller's Document Request Website found under "Paying for Goods and Services" in the Buying and Paying section of AdmiNET.


Where can I go for a copy of the University's guidelines on evaluating potential conflict of interest situations?

The following documents regarding conflict of interest:

can be found on the University of Chicago web site at: http://researchadmin.uchicago.edu/policies_compliance/conflict_interest/.


Where can I purchase Direct Payments Vouchers?

These forms can be purchased from the University's preferred office supplies provider.


Where can I sign-up for Direct Deposit?

Direct Deposit forms are available in the LBC Payroll Office. Once the forms are completed and the appropriate documents attached, the LBC Payroll Office will forward the paperwork to the Comptroller's Office for processing. All request for new and/or changes to Direct Deposit should be submitted by the 1st of the month to allow sufficient time for processing. You can also download the form from the Employee and Payroll forms page on AdmiNET.


Where do I find the form to apply for an American Express Corporate Card for U of C?

Information regarding the American Express Corporate Travel Card can be found at:

http://cps.uchicago.edu/uchicago/contracts/amex.html

where you will also find a link to the American Express application.


Where do I get protocol forms?

IRB Form - Human subjects research

  • ACUP Submission Form - New Animal Care and use Protocol and Supplement forms for other animal related research
  • IBC Form - New protocols or resubmissions involving the use of Biohazardous Material
  • RDRC Form - Application for Human Use of Radioactive Material

Where do I purchase Travel Expense Envelopes?

These envelopes can be purchased from the University's preferred office supplies provider.


Where do I purchase Travel Expense Short forms?

These forms can be purchased from the University's preferred office supplies provider.


Where is the accounts payable department?

The University does not have an "Accounts Payable Department." However, three separate University units perform the functions that are usually included under the accounts payable umbrella: Central Procurement Services (CPS), formally Purchasing Non-Salary Disbursements (NSD), formally Accounts Payable Payroll Department, Reimbursements & Independent Contractor Section. All three areas are located at 1225 E. 60th Street.


Where is the document request system?

The Office of the Comptroller's Document Request website is located here: http://compt-doc-request.uchicago.edu/client/CDRwelcomeUA.cfm

It is intended as a helpful service to answer questions which cannot be met by responsible departments from their own, well-maintained records.

If you need to request more than three documents, please send an email request to rjohnso@uchicago.edu with a brief description of your request (i.e., ranges of ledgers, documents etc.).


Where is the Employment Eligibility Verification Form (I-9) on the web site? I want to download it.

This form can be found on the University Human Resources Management web site under Forms at: http://hrservices.uchicago.edu/fpg/forms/index.shtml.


Where is the Travel Reimbursement Desk located?

The Travel Reimbursement Desk is located on the 3rd floor of the Charles Mott Building, at 1225 E. 60th Street.


Where should the checks be sent?

Not-for-Profit Checks Payable to:
The University of Chicago

Mailing Address:
The University of Chicago
Attn: Wendy Karr
Assistant Director, Information Services
5801 South Ellis Avenue Administration
Building, Room 7
Chicago, Illinois 60637
(773) 702-8876
FAX (773) 702-0495
wendykarr@development.uchicago.edu

For-Profit/Clinical Trial Checks Payable To:
The University of Chicago

Mailing Address:
The University of Chicago
Restricted Manager, Accounting Reimbursement
Office of the Comptroller
1225 East 60th Street
Chicago, Illinois 60637
(773) 702-1972
FAX (773)702-7954


Why are "original receipts" required for reimbursements?

The entity actually paying for the goods or services, in this case The University, should always retain the original receipts for auditing and legal purposes. In addition, this is a fundamental financial accounting control to reduce the possibility of duplicate payments.


Why hasn't my purchase order invoice been paid - it was sent to Client Services some time ago?

Reasons for non payment of invoices.

  1. Invoice not received from company or department.
  2. Approval not received from department.
  3. Price discrepancy - price on invoice does not match price on purchase order.
  4. Purchase order has dropped from fiche from APS-PO system.
  5. Quantity discrepancy - quantity on invoice does not match quantity on purchase order.
  6. Invoice does not reference a purchase order number or wrong purchase order number indicated.
  7. Vendor name problem invoice - vendor name on invoice does not match vendor name on purchase order.
  8. Invoice dollar amount exceeds specified purchase order amount.
  9. "Remit to" address on invoice does not match the remittance address listed in APS-PO system.
  10. Payment held until credit memo or refund is generated by vendor - goods or services returned to vendor.
  11. Purchase order line count discrepancy.
  12. Outstanding credit balance.