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, 2021; unless extended.

Contract Approval/Routing Form (CARF)

Contracts and CARFs submitted to the Office at Business Development Services (OBD) or the Contract Services Office (CSO), should be routed in electronic (PDF) format, paper format is no longer accepted. Scanned CARFs that (1) contain an electronic signature of the required approver(s), or (2) an unsigned form accompanied by an email explicitly approving the contract by the appropriate approver(s) will be accepted.   For questions or to email documents please contact OBFSRevenueContract@uillinois.edu (UIC), SpringfieldCSO@uillinois.edu (UIS), or UrbanaCSO@uillinois.edu (UIUC and System Office units).

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. 1.3.5 Electronic Signatures

Equipment Biennial Inventory Extensions for 2020

Due dates have been established for the state mandated 2020 equipment biennial inventories previously extended due to the COVID-19 pandemic as follows:

UIC East Side Biennial cycle previously scheduled to certify on March 31, 2020

  • Certification due date is now December 31, 2020
  • Pending Resolution due date is now March 31, 2021

UIUC and System’s Office units previously scheduled to certify on August 31, 2020

  • Certification due date is now January 31, 2021
  • Pending Resolution due date is now April 30, 2021

Departments with original biennial inventory due dates of 2021 are not affected by the extension and should proceed as usual with their physical inventory of equipment. For questions regarding the Biennial extension, please reach out to Magdalena Jach at mj20@uic.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).