Business and Finance Related Changes in Response to COVID-19

To ensure business continuity and to facilitate remote work, many business and finance policies are being modified temporarily or permanently. A list of modifications are below.

Cash Handling Policy Exceptions

Due to circumstances relating to the COVID-19 pandemic, the Comptroller has authorized exceptions for unit heads of cash handling units. Unit are temporarily permitted to modify required internal controls for conducting cash handling operations described in fiscal policies 10.1.2 and 10.3.1. Unit heads should refer to specific permitted exceptions and documentation requirements detailed in Cash Handling Policy Exceptions, prior to making any modifications. These exceptions remain in effect until June 30, 2022; unless extended.

Electronic Signatures

The University of Illinois System may now accept electronic signatures as a legally binding equivalent to handwritten signatures to signify an agreement, as permitted by law or other contractual obligations. Units are encouraged to discuss electronic signature acceptance options with appropriate information technology units. 19.4.1 Electronic Signatures

Next Equipment Biennial Inventory Cycles Due 2023

All COVID related Biennial Inventory certifications were due on September 30 and all cycles closed on December 31, 2021. Below are the new Biennial Inventory cycles with the next certification due dates in the calendar year 2023.

University Cycle Start Date Certification Due Date* Cycle Close Date
UIC July 1, 2022 March 31, 2023 June 30, 2023
UIS September 1, 2022 May 31, 2023 August 31, 2023
UIUC December 1, 2022 August 31, 2023 November 30, 2023
SO December 1, 2022 August 31, 2023 November 30, 2023

 

*All future Biennial cycle certifications will be completed during odd calendar years 2025, 2027, etc.

For questions regarding the Biennial extension, please reach out to Magdalena Jach at mj20@uillinois.edu or 312-585-9171. 

Equipment Loan to Employees Procedures

Procedures for loaning equipment to faculty, staff, or student employees for less than one academic term have been streamlined. For details please see the policy 12.3.7 Loan Equipment to Faculty, Staff, or Student Employees.

P-Card and T-Card Reconciliation

P-Card and T-Cards reconciliation has been extended to 25 days and in anticipation that physical receipts may not be available, electronic receipts can be used for processing. Receipts should be retained either in paper form or electronically within the unit.

For more information see, P-Card and T-Card Reconciliation.

University Bursar Cashier Operations

Cashier Operations has updated hours for services such as department deposits, payables check pickups and cash advance payouts.  View the lobby hours and contact information on the University Bursar Cashier Operations webpage for your university (Chicago, Springfield, or Urbana-Champaign).