Approval
- All travel must be approved before the travel takes place. If employee is traveling for business and away from work on scheduled day of work, the form must be completed and approved, even if it is a local event. To request approval, fill out the Professional Development Funding Form. The BHRSC will review the request and contact the employee.
Receipts for reimbursement must be turned in to BHRSC within 20 days of the completion of travel, giving enough time to meet the Payables deadline of 60 days. If the reimbursement is past 6o days, it is considered taxable income to the traveler. Taxable amounts will be submitted to the OBFS, University Payroll and the tax of approximately 30% will be withheld from the employee’s paycheck. These amounts will be included on the employee’s Form W-2.
Once you return, you will need to request reimbursement through the Purchasing App located: https://my.library.illinois.edu/purchasing/
Also, you will need to add the Business Office staff as delegates to your Chrome River account so that we can complete your reimbursement request. I have attached instructions on how to add delegates. If you are unable to get into Chrome River (https://www.obfs.uillinois.edu/travel-resources)
Directions for the Purchasing App and Chrome River are available upon request – send email to BHRSC bhrsc@library.illinois.edu.
Helpful tips:
Original paid receipts for traveler
Air/Rail – itinerary showing traveler name, amount, and balance zero
Personal car – mapquest or google maps miles
Car Rental – original receipt showing paid amount and balance zero
Taxi/Parking/Tolls – original receipt over $10, if under indicate dates/amounts
Lodging – Itemized original receipt showing traveler name, amount and balance zero
Note: If shared a room, indicate single same as double, or that you are only claiming half
If the lodging receipt is not in your name, attach a credit card statement with your name, or a copy of your credit card that was charged
Meals or Per Diem