University of Illinois System
Policies & Procedures
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University of Illinois System business policies comply with requirements of the Illinois Higher Education Travel Control Board (HETCB) and with Internal Revenue Service (IRS) rules and regulations.

The President is accountable for the management of the payables function, including accounts payable, disbursements, and employee reimbursements. The President has delegated responsibility for the establishment of related policies and procedures to the Vice President, Chief Financial Officer, and Comptroller (Comptroller).

The Comptroller has further delegated authority to the Assistant Vice President for Procurement Services to develop and establish policies and procedures related to the payables function. The Comptroller has delegated the Assistant Vice President for Procurement Services the responsibility and management of the payables function. The Assistant Vice President for Procurement Services, or delegate, is also authorized to develop, install, and oversee the operation of business systems to accomplish this function.

University Payables is responsible for reviewing invoices and payment requests to ensure compliance with all system and state policies and entering invoices and payment requests into the appropriate system for the issuance of payment.

System units are required to develop, implement, and comply with policies and procedures that provide for the timely processing of vendor invoices, payment requests, and employee reimbursements. These procedures must include providing adequate documentation that includes key dates, approvals, and timely submission of receiving reports, if applicable.

Employees are responsible for submitting reimbursement requests upon completion of the event and in accordance with system and unit policy and procedure.

First Published: September 2012 | Last Updated: June 2024 | Last Reviewed: June 5, 2019