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Buying Specific Goods & Services

This page equips you with the knowledge and resources necessary to make informed procurement decisions while ensuring compliance with relevant policies and regulations. Whether purchasing technology, healthcare services, or other specialized goods, this section is a comprehensive guidance to ensure compliance with relevant laws and regulations.

The information includes limitations or restrictions imposed on Procurement Cards (PCards) or Travel Cards (TCards) for specific commodity purchases. This platform outlines any restrictions to help you effectively manage your procurement processes. It includes consulting on software licenses to provide clarity on what purchases may require extra attention.

Please understand the rules governing purchase thresholds and the differentiation between competitive and non-competitive purchases. This website offers guidance on when competitive bidding processes are required and when non-competitive methods may be appropriate, helping you optimize your procurement strategies while adhering to regulatory requirements.

Advertising, Marketing, and Design Services and Products

See the Advertising, Marketing, and Design Services and Products page for information about rules and restrictions for advertising related purchases, as well and information on existing contracts available for use.

If you are looking for information specifically about printing advertising material, please see the Printing page for more information.

Books and Media

Some periodicals, books, subscriptions, database licenses, and other publications are considered exempt purchases and not subject to the Illinois Procurement Code.

Programming and broadcast license rights for university-operated radio and television stations are also considered exempt purchases and not subject to the Illinois Procurement Code.

Learn more about what items qualify at exempt purchases and purchases not subject to the Illinois Procurement Code.

Catering

Go to Catering page for guidance on procuring catering services.

Clothing

Uniforms can be purchased with a PCard provided that they are for university job duties or events and will not be used for personal use.

For information about Laundry services during travel status, see Travel.

For information about linen/laundry and apparel service for the UIC Medical Center handled by the Materials Management Department, scroll down to Lab and Medical Supplies and Equipment.

Communication Equipment and Services

Telecommunication Equipment and Services

Telecommunications is a broad term used for identifying resources in communications and includes:

  • Telecommunication systems and services (campus-wide voice and data)
  • Internet provider services
  • Communications equipment, such as
    • Cellular phones
    • Intercoms
    • Pagers
    • Public address systems
    • Radios
    • Telephones
    • Transceivers
    • At UIUC, networking equipment (wired and wireless) that must be connected to the university network requires approval by Technology Services Network Design Office (NDO) prior to purchase.

There are restrictions on using a PCard to purchase telecommunication equipment in general and additional specific restrictions on purchasing phones, cell phone monthly services, and calling cards. Purchasing personal electronic communication services and equipment with a PCard is prohibited. See policy 7.6 The University Purchasing Card (PCard) for more information.

Departments are strongly recommended to contact their campus unit listed below when a telecommunication need is identified.

Who to Ask

Business and Personal Calls While Traveling

While traveling, business calls and a personal call home to announce "safe arrival" are considered allowable expenses. See policy 15.1.4 Determine Allowability of Travel Expenses, for more information. Other types of personal calls are not allowable, see Personal or Non-University Related Expensesfor more information about personal expenses.

Programming and Broadcast License Rights

For information about programming and broadcast license rights, see Books and Media.

Computers

Go to the Computers page for guidance on purchasing computers.

Conferences, Seminars, and Workshops

Registration fees for conferences, seminars, workshops, etc. are considered allowable expenses. See policy 15.1.4 - Determine Allowability of Travel Expenses for more information.

Use of a PCard for conference fees is allowable only if there are no lodging expenses included in the cost.

Construction and Real Estate

Real Estate Purchases

All real estate purchases are handled through the University Office of Capital Programs, Real Estate and Utility Services.

Construction and Modifications to Physical Space

The University Office of Capital Programs, Real Estate and Utility Services performs projects associated with construction, rehabilitation and renovation of physical space. All requests for modification of physical space whether repair, refurbishing or enhancement must be directed to that office. This includes the design of such modifications, management of the work to be performed, and the work (including labor and materials).

Any exceptions to this policy must receive prior written approval by an authorized representative of the University Office of Capital Programs, Real Estate and Utility Services. Therefore, any request submitted to the Purchasing Division to process a contract where the scope of the services includes construction, rehabilitation, renovation, modification, repair or enhancement of the physical space, shall be accompanied by written approval of an authorized representative of the University Office of Capital Programs, Real Estate and Utility Services. It shall be the responsibility of the requests’ originator to seek approval from that office before the Purchasing Division initiates any procurement or contracting activity associated with the services sought.

Controlled or Hazardous Materials

Commodity Methods and Rules
Radioactive Materials Radioactive materials cannot be purchased with a PCard.

By law, the Illinois Department of Nuclear Safety (IDNS) licenses the production, sale, use, disposal, and transfer of radioactive materials in the State of Illinois. The University of Illinois System obtains, uses, and disposes of radioactive materials under licenses granted by the IDNS and must adhere to regulations established by various federal, state, and local agencies. The university Radiation Safety Committee grants final approvals for the acquisition, use, and disposal of radioactive materials.

UIUC: Refer to the Division of Research Safety for information on radioactive materials.

UIC: Contact UIC Purchasing for questions.

UIS: Contact UIS Purchasing for questions.
Prescription Drugs and Pharmaceuticals For information about prescription drugs and pharmaceuticals, see Lab and Medical Supplies and Equipment.
Tobacco Products Purchasing tobacco products is prohibited.
Weapons Weapon acquisitions must comply with Federal and State Laws.

PCards cannot be used to purchase weapons.

Campus Specific Policies:

Document Management Services

Go to the Document Management Services page for guidance on procuring document services.

Events

Some event-related expenses may be considered exempt purchases or purchases not covered not covered by the Procurement Code. Please see the related pages for more information.

Commodity Methods and Rules
Coat Check Coat checks at events cannot be paid for with a TCard.
Tent Rental There is an existing contract in place that allows departments to pay for tent rental and associated items for university-funded activities with a PCard. PCards cannot be used for tent rentals from other providers outside this contract. Learn more about tent rentals and related services at UIUC.
Catering or Food for Events See Food and Beverages for information about catering and food for events.
Conferences, Seminars, and Workshops See Conferences, Seminars, and Workshops for information about these specific events.
Fund Raising Events The cost of employee attendance at fund-raising events is allowable when meeting guidelines outlined in policy 8.1.3. If the event price includes an amount designated for donation, that portion is not allowable. See policy 8.1.3 Determine the Allowability of Specific Expenditures for more information.
Musical, Artistic, or Theatrical Performances See Professional and Artistic Services for information about musical, artistic, and theatrical performances.
Space or Venue Rental See Facilities for information about space or venue rental.
Tips Reasonable tips are considered allowable expenses. See policy 15.1.4 - Determine Allowability of Travel Expenses for more information.

Facilities

Commodity Methods and Rules
Construction or Space Modification See Construction and Real Estate for information about construction or space modification.
Decorations Office decorations (such as artwork, plants, planters, holiday decorations, and other decorative objects) may only be purchased from the following fund types and must use a program code which has a predecessor ending in “99” to ensure exclusion from the indirect cost study:
  • Institutional funds (such as indirect cost recovery, educational & administrative allowance, or royalty).
  • Gift or endowment income funds (if the expense complies with the assigned donor intent restrictions).
  • Self-supporting funds (if the expense is directly related to the generation of the fund’s revenue).
  • Service plan funds (if the expense is used in accordance with the plan’s applicable by-laws).
Exceptions to this policy require the prior approval of the Chancellor or delegates for university units or the appropriate Assistant Vice President for System Office units.
Electrical Supplies Electrical supplies can be purchased through iBuy.
Janitorial Supplies Janitorial supplies can be purchased through iBuy.
Locksmith Services TCards cannot be used for locksmith services.
Moving University Equipment See Transportation for information about moving university equipment.
Real Estate Purchasing (as opposed to renting) space or real estate is handled through the University Office of Capital Programs, Real Estate and Utility Services.
Space or Venue Rental A PCard cannot be used for rental or lease of meeting space that is not system-owned, unless listed as an allowable contracted vendor on the Strategic Contracts & Awards list.

Specialized spaces available at only one location are considered exempt purchases and are not subject to the Illinois Procurement Code. Visit the related pages to learn more.

For tent rental specifically, see Events.

Purchasing (as opposed to renting) space or real estate is handled through the University Office of Capital Programs, Real Estate and Utility Services.

Signs Signs can be purchased with a PCard if no installation is done by the vendor and if the unit has written approval in advance that the sign meets university and Americans with Disabilities Act (ADA) requirements. To receive written approval, contact your campus’s office:
Trash Hauling Services UIUC has an existing contract for trash hauling services. Contact the UIUC Urbana Purchasing & Contracts Management Offices for more information about special transportation needs.

Food and Beverages

Policy related to food purchases can be found at 8.1.1 - Business Meals, Refreshments, and Alcohol and 8.1.3 - Determine the Allowability of Specific Expenditures.

Commodity Methods and Rules
Alcoholic Beverages See policy 8.1.1 - Business Meals, Refreshments, and Alcohol for information about the specific restrictions and rules for the purchase of alcoholic beverages.

Travel Cards (TCards) may be used for purchasing alcohol as part of a business meal if appropriate funding is available and the purchase conforms to University of Illinois System policies.

For information about purchasing alcohol as a lab chemical, see Lab Supplies and Equipment

Business Meals Travel Cards (TCards) may be used for business meals if appropriate funding is available, and the purchase conforms to University of Illinois System policies. PCards should not be used for business meals and/or refreshments for a specific event. See policy 8.1.1 Business Meals, Refreshments, and Alcohol for rules around business meals for more information.
Catering Catering should not be paid for with a PCard. TCards can be used for "Dropped Off" meals such as pizza or box lunches or with system contracted vendors ONLY.

See the Catering page for information about the rules and options for purchasing catering.

Food and Beverages General food items, including convivence food and sundries, can be purchased through iBuy. See policy 8.1.1 Business Meals, Refreshments, and Alcohol for more information.

Please note that there are specific rules in place for food and beverages for public reception areas.

Food and Beverage Equipment and Supplies for Public Reception Areas Food and beverage equipment and supplies for public reception areas are allowable for system business purchases only, and only when system offices function as public reception areas. See policy 8.1.3 Determine the Allowability of Specific Expenditures for more details about the rules about food for public reception areas. These purchases can be made with a PCard if the purchase is in compliance with policy 8.1.3 and fully documented in the expense report.
Per Diem See Travel for information about per diem.
Restaurant Supplies UIUC – Restaurant supplies can be purchased through Campus Stores, Mail & Receiving (CSMR)

Furniture

Go to the Furniture page for guidance on purchasing furniture.

Gifts

Policy 8.1.4 Determine the Allowability of Gifts, Prizes, and Awards to Individuals outlines when the purchase of gift cards/gift certificates is allowed. This includes:

  • Cash, Gift Card, or Gift Certificate Awards to Employees
  • Tangible, Non-Monetary Gifts and Prizes to Employees
  • Tangible, Non-Monetary Gifts and Prizes to Employees for Life Events
  • Gifts, Prizes, and Awards to Non-Employees
  • Gifts and Prizes to Non-Resident Aliens

Gift cards/gift certificates cannot be purchased using iBuy, Banner, or on PCards or TCards.

Gift cards/certificates have a cash value and are thus considered reportable income.

Household Goods and University Equipment Moving

Go to the Household Goods and University Equipment Moving page for guidance on procuring moving services.

Information Technology Services and Equipment

Commodity Methods and Rules
Audio Visual Equipment Audio visual equipment can be purchased through iBuy.
Computers See the Computers and Computer Software page for more information about computer purchases.
Computer Components, Networking, Supplies, & Service Computer components, networking, supplies, & service can be purchased through iBuy.
Computer Software and Electronic Services See the Computers and Computer Software page for more information about computer software and electronic services.
Cloud Services Cloud services can be purchased through iBuy.
Internet Provider Services See Communication Equipment and Services for information on internet service providers.
Photographic Equipment & Services Photographic equipment & services can be purchased through iBuy.
Telecommunication Equipment and Services (phones, intercoms, pagers, radios, etc.) See Communication Equipment and Services for information about telecommunications equipment.
Virtualization and Data Center Modernization Virtualization and data center modernization can be purchased through iBuy.
Web Design and Development See Advertising, Marketing, and Design Services and Products for information on web design and development.

Lab and Medical Supplies and Equipment

Many lab and medical supplies can be purchased from contracted vendors through iBuy. Additional resources are available depending on your campus or the particular products being procured (see table below for product-specific information).

*Please note there are additional rules in place for specific materials. More information about these restrictions can be found in the table below.

Some medical supplies and services, as well as some supplies and services related to sponsored research, may be considered exempt purchases and/or not subject to procurement codes. Learn more about exempt purchases and purchases not subject to the Illinois Procurement Code.

Campus Specific Sources

UIC

Lab supplies and equipment can be ordered by calling the onsite Fisher storeroom at 312-413-0324, faxing 312-413-3372, or through the Fisher Scientific Website.

The University of Illinois Medical Center at Chicago’s Materials Management Department is a service department that support all departments with the cost-effective negotiation, acquisition, receipt, inventory, distribution, and disposition of various medical supplies and services. See Campus Stores for more details on the UIC Medical Center’s Material Management Department.

UIS

Lab supplies and equipment at the Springfield campus are ordered through the Fisher Scientific Website.

Rules and Restrictions

Commodity Rules and Restrictions
Chemicals Specific precursor and chemicals/toxins not allowed for purchase with PCard. See “Prohibited Purchases” in policy 7.6 for more information on which chemicals cannot be purchased with Pcard.
Pure Alcohol (Chemical) Pure alcohol can be purchased from relevant campus Chemistry Stores by authorized individuals.
  • UIC Chemistry Store
  • UIUC Chemistry Store - Both UIUC and UIS departments can purchase pure alcohol from the UIUC Chemistry Store.

For information about purchasing alcoholic beverages, see Food and Beverages.

Compressed and Liquified Gas PCards cannot be used to purchase lab or specialty gases, including but not limited to liquid or compressed nitrogen, helium, and oxygen.

This information is about compressed and liquified gas in a lab context. For gasoline as fuel, see Travel.

UIC - Linde Gas & Equipment Inc. is the contracted supplier of compressed and liquefied gases and related products and services.

Gas Cylinders PCards cannot be used to purchase lab or specialty gases, including but not limited to liquid or compressed nitrogen, helium, and oxygen.

Safety requirements must be observed for gas cylinders. If a compressed gas cylinder ruptures or develops a leak at the valve, place it in a secure location and contact the university Safety Office to coordinate emergency procedures. Refer to the succeeding paragraphs for additional information on gas cylinders at each university.

  • UIUC: Refer to the UIUC Division of Research Safety for information on gas cylinders.
  • UIC: Certain steps must be taken when partially filled or empty compressed gas cylinders are returned to a vendor when no credit for contents is desired. West campus users returning partially filled or empty compressed gas cylinders should, whenever practical, have the cylinders delivered to the Central Receiving Dock, or request that Central Receiving to pick them up so they can be returned. East campus users should return gas cylinders to the unit from which the cylinders were originally received (such as Chemistry Stores).
  • UIS: Contact UIS Facilities & Services Environmental Health & Safety Office for guidance.
Laminar Flow Fume Hoods and Biological Safety Cabinets Laminar flow fume hoods and biological safety cabinets cannot be paid for with PCard.
Live Animals Live animals cannot be paid for with a PCard
Prescription Drugs and Pharmaceuticals Prescriptions drugs and pharmaceuticals cannot be purchased with a PCard. These are controlled substances and are obtained through University of Illinois System pharmacies or the Purchasing Division.
Radioactive Materials See Controlled or Hazardous Materials for information on radioactive materials.
Recombinant Deoxyribonucleic Acid Recombinant deoxyribonucleic acid cannot be paid for with a PCard
Relocation Services for Laboratory Equipment See Transportation for information on relocation services for laboratory equipment.

Memberships

Some membership costs are allowable from the state, institutional support, gift and endowment income, service plans, and self-supporting funds (when directly related to the generation of the fund's revenue). See 8.1.3 Determine the Allowability of Specific Expenditures for more information.

Memberships CANNOT be paid for with a TCard.

Some memberships may be considered exempt purchases and/or not subject to the Illinois Procurement Code. Learn more about exempt purchases and purchases not subject to the Illinois Procurement Code.

Office Supplies and Equipment

Go to the Office Supplies and Equipment page for more in-depth guidance on purchasing office supplies and equipment.

Office Machine Repairs

Go to Office Machine Repairs page for guidance on contracting office machine repairs.

Personal or Non-University Related Expenses

Expenses of a personal nature are not allowable from any system funds. This includes but is not limited to:

  • Childcare expenses of employees
  • Library fines incurred by faculty and staff
  • Health/Athletic club memberships
  • Living expenses while at official headquarters
  • Commuting expenses between an employee's residence and official headquarters
  • Any transaction that includes charges incurred for personal convenience while traveling for business or on personal leave (for example, airfare, lodging, car rental, etc.)
  • Personal entertainment charges while on business trips such as movies, spa/health clubs, sightseeing, tours, etc.
  • Personal automobile accident insurance and/or deductibles for personal vehicles used for business travel
  • Personal electronic communication services and equipment, including but not limited to cell phones and accessories, internet service provider (ISP), cable, satellite, On-StarTM, GPS devices, or any other service that is activated and/or billed in the name of the employee

For more information see:

Moving and relocation services for personal household goods

For information about employee relocation, see Transportation.

Photocopiers

Go to photocopiers page for guidance on purchasing photocopiers.

Printing

See Printing for more information about both the internal services available at each university as well as the rules in place for different kinds of printing purchases.

If you are looking for information on purchasing design services to create the content to be printed, please see Advertising, Marketing, and Design Services and Products.

Professional and Artistic Services

PCards cannot be used for professional and artistic services, including but not limited to fees or expenses for attorneys, healthcare providers, consultants, or independent contractors. See policy 17.1 Consultants and Other Contractors for Services for more information about working with consultants and contractors.

TCards cannot be used for locksmith services.

Some professional and artistic services are considered Exempt Purchases and not subject to the Illinois Procurement Code. Learn more about what services qualify at Exempt Purchases and Purchases not subject to the Illinois Procurement Code.

Shipping

This section contains information about shipping goods. If you are looking for information about relocating university equipment from one university location to another, please see the Transportation section.

UPS is the university’s contracted vendor for shipping. Each university has specific tools and procedures in place for shipping items that may differ by location. Visit the Shipping page for more information about domestic and international shipping rules and procedures.

Postage Stamps

Postage stamps for system mail are allowable from all funds and can be purchased using a PCard. However, postage stamps purchased with state funds must be perforated with a Block "I" for identification purposes. These perforated stamps are available for purchase at:

  • UIUC - Campus Mail (54 East Gregory Drive- Printing Building) or online through Illini Union Campus Mail
  • UIS - Campus Services, Mail Department (Building Services Building, Room 139)

Non-perforated stamps are allowable only from institutional, gift and endowment, self-supporting (when related to the generation of the fund's revenue), and service plan funds.

For additional information on purchasing postage stamps, see 8.1.3 - Determine the Allowability of Specific Expenditures.

Transportation

Transportation is a section of the Purchasing Division designated to meeting the transportation needs of the University of Illinois by contracting annually for many transportation services. For more information about any of the transportation related services listed below as well as any special transportation needs, contact your university’s Purchasing & Contracts Management Office.

Business Travel-Related Transportation

Transportation used for business travel such as rental cars or chartered bus and air services are covered in the Travel section of this page. You can also learn more about travel related expenses by visiting the Travel section of the site.

Commodity Rules and Restrictions
Air Travel See Travel for information about air travel.
Armored Car Services UIUC has an existing contract for armored car services. Contact the UIUC Purchasing & Contracts Management Offices for more information about armored car services and other special transportation needs.
Charter Air and Bus Services See Travel for information about charter air and bus services.
Domestic and International Shipping For information about shipping goods, including information about domestic shipping, international shipping, customs brokerage, and freight shipping, see the Shipping page.
Ground Transportation (Taxi, Shuttle, etc.) See Travel for information about ground transportation.
Employee Relocation Services / Moving Personal Household Goods The university has contracts in places to offer discounted rates to employees (including new, current and retired employees of the University of Illinois) for relocation services. See Household Goods and University Equipment Relocation Services for more information about employee relocation services.
Moving University Equipment (i.e. Laboratory, Office, etc.) There are both internal campus services and existing contracts available for relocating university equipment. See Household Goods and University Equipment Relocation Services for more information about moving university equipment.
Patient Transport For patient transport services for the UIC Medical center, see Lab and Medical Supplies and Equipment.
Rental Cars See Travel.
Towing Services UIUC has an existing contract for towing services. Contact the UIUC Urbana Purchasing & Contracts Management Offices for more information about towing services and other special transportation needs.

Towing a personal automobile that is being used for system business travel is not considered an allowable travel expense. See policy 15.1.4 Determine Allowability of Travel Expenses for more information.
Trash Hauling Services UIUC has an existing contract for trash hauling services. Contact the UIUC Purchasing & Contracts Management Offices for more information about trash hauling services and other special transportation needs.

Travel

The following is an overview of the rules regarding travel-related purchases. For detailed information about how to properly make business travel related purchases, please see the Travel section and Policy 15 – Travel.

Employee expenses while in travel status cannot be paid for with a PCard. See policy 7.6 for more information on what travel expenses cannot be covered by PCards.

Travel Expenses for Non-Employees

There are additional rules in place for travel-related expenses for non-employees:

  • Spouse or Family
    Spouse/family travel expenses are prohibited unless specific prior approval is provided in a grant, contract, or in extraordinary circumstances where the spouse's presence is required. In those cases, a TCard can be used.
  • Students
    Student travel is allowed to be paid for with a TCard when student travel primarily benefits the system. See policy 8.2.1 Request Reimbursement for Domestic or International Employee Travel and Business Meals for information about reimbursing students.
  • System Guest
    Can be paid for with a TCard, but limited to travel and lodging expenses when supporting the system's mission. Cannot be paid for with a PCard. See policy 8.2.5 Request Non-Employee Reimbursement for more information.
  • Foreign National Non-Employee
    May be payable with TCard. See policy for considerations when determining allowability. See Payments to Foreign National Non-Employees for more information.

Rules and Restrictions

Commodity Rules and Restrictions
Airbnb, Tripping, Home Away or Other Lodging Rental Brokers Use of a lodging rental broker (e.g. Airbnb, Tripping, Home Away) under certain restrictions. See Hotels and Lodging for more information.

Lodging, including reservations and services, cannot be paid for with a PCard.

Air Travel For detailed information about purchasing air travel, see the Air Travel page in the Travel section.

You may use your TCard to purchase airfare through one of the contracted travel agencies or through any air travel provider that offers the needed itinerary at the most economical price, including non-contracted travel agencies, online booking tools, or airline direct websites.

A TCard cannot be used for additional fees/services over and above the most economical fare available at time of purchase (special seating for class of service flown, aisle, exit row, early/priority boarding, etc., or other circumstances that increase the base price). Travel Cards (TCards) may be approved for Business Class/First Class travel only with medical documentation. See policy 15.1.3 Make Travel Arrangements for more information about obtaining approved accommodations.

For information about charter air services, see Charter bus and air services.

Auto Insurance For detailed information about rental cars, see the Car Rentals and Passenger Vehicles page in the Travel section.

Collision Damage Waiver Insurance can be paid using a TCard with an approved TCard Exception Form. This is only for motor vehicle rental in a foreign country. Collision damage waiver insurance for domestic motor vehicle rental is not allowed. Travel-related insurance cannot be paid for with a PCard.

Personal automobile accident insurance is not an allowable expense. See Personal and Non-University Related Expenses for more details.

Business Center Facilities While traveling, fees for the use of business center facilities, such as computer use, facsimile, and photocopying are considered allowable expenses. See policy 15.1.4 Determine Allowability of Travel Expenses for more information.
Car/Vehicle Purchase or Rental Use system-contracted providers whenever available. Please see the Rental Cars page in the Travel section (university login required) for more information on the use of rental cars for university-related activities.

PCards cannot be used for vehicle purchases, reservations, or rentals, e.g., autos, trucks, cycling.

See "Auto Insurance" above for rules related to insurance on rental vehicles.

Charter Bus and Air Services Charter bus and charter air services cannot be paid for with TCards or PCards.

UIUC has contracts in place for both charter air services and charter buses. Visit the UIUC Purchasing site to learn more about charter bus services or contact the Transportation section of the UIUC Purchasing & Contracts Management Office at 217-333-3505 or using the Service Desk Request Form for more information about charter air services.

Commuting Expenses Commuting expenses between employee's residence and their official university headquarters is not considered an allowable expense. See Personal and non-university related expenditures or policy 15.1.4 for more info.
Conference, Seminars, and Workshops See Conferences, Seminars, and Workshops for information about these topics.
Fees, Tolls, and Fines Many regular travel fees (tolls, parking, baggage handling, etc.) are considered allowable, but there may be restrictions involved. See policy 15.1.4 Determine Allowability of Travel Expenses for more information about allowable fees.

A TCard CANNOT be used for additional fees/services over and above the most economical fare available at time of purchase (special seating for class of service flown, aisle, exit row, early/priority boarding, etc., or other circumstances that increase the base price). TCards also cannot be used for late check-out fees.

Tolls are allowable expenses but cannot be paid for with PCards. TCards can be used for tools but not for non-ipass pre-paid tolls.

TCard and PCards cannot be used for fines such as parking tickets. See Parking tickets and traffic citations for more information about restrictions specific to those types of fines.

Fuel / Gas and Mileage For detailed information about fuel and mileage, see the Passenger Vehicles page in the Travel section.

Mileage for personal vehicles is considered an allowable expense. Mileage and fuel for a personal automobile that is being used for system business travel is an allowable expense but cannot be paid for with a TCard. Personal, rental, or system vehicle fuel cannot be paid for with PCards.

PCards cannot be used to purchase fuels in bulk, including but not limited to alcohol, ethanol, gasoline, diesel, kerosene, propane, fuel oil, aviation, and any other combustible liquid or gas.
Note: Purchase of minimal fuel for work equipment (e.g., boats, tractors, etc.) is allowable.

Mileage within Headquarters

Employees may incur travel-related expenses within their headquarters while performing their duties, even though they are not in travel status. Common examples include mileage and parking for attending a meeting across campus or to deliver documents. See policy 8.1.3 Determine the Allowability of Specific Expenditures for more information about mileage and parking within headquarters.

Ground Transportation (Shuttle Service, Taxis, etc.) For detailed information about ground transportation, see the Train, Bus, and Shuttle page in the Travel section.

Ground transportation such as shuttle services, taxis, rental cars (including gas), or mileage for personal vehicles are considered allowable expenses. Airport shuttles and taxis cannot be paid for with PCards.

For additional information on related items see:
Hotel and Lodging Lodging, including reservations, and services, cannot be paid for with a PCard. See Hotels and Lodging for more information about both traditional hotels as well as lodging rental brokers like Airbnb.

Employee-Owned Housing as Lodging

Employees on travel status may stay in employee-owned or controlled (rented, leased, etc.) property, including motor homes, and may be reimbursed, upon request. However, there are specific limitations and procedures in place for use of employee-owned housing as lodging. See the “Lodging Expenses” section of policy 15.1.4 Determine Allowability of Travel Expenses for more information.

Laundry and Dry Cleaning Laundry and dry cleaning are considered allowable expenses when on domestic travel status for at least 7 consecutive days.

For information about linen/laundry and apparel services for the UIC Medical center, see Lab and Medical Supplies and Equipment.

Parking Parking is an allowable expense but cannot be paid for with a PCard.

Parking Within Headquarters

In addition to parking costs while in travel status, employees may incur travel-related expenses within their headquarters while performing their duties, even though they are not in travel status. Common examples include mileage and parking for attending a meeting across campus or to deliver documents. See policy 8.1.3 Determine the Allowability of Specific Expenditures for more information about mileage and parking within headquarters.

Parking Tickets and Traffic Citations Parking tickets and other fines cannot be paid for with a TCard or PCard.

See policy 8.1.3 Determine the Allowability of Specific Expenditures for more information about what kinds of parking and traffic citations are allowed to be paid for with system funds.

Passports and Visas Passports and visas are considered allowable expenses for employees only. See policy 15.1.4 Determine Allowability of Travel Expenses for more information.
Per Diem Meal Expenses Per diem meal expenses CANNOT be purchased with a TCard or PCard. Learn more about per diem rules and reimbursement on the Business Travel Meals page.
Personal Convenience or Entertainment Expenses While Traveling Personal entertainment charges such as movies, mini-bar charges, personal phone calls, spa/health clubs, sightseeing, tours, etc. are not considered allowable expenses. TCards cannot be used for personal convenience fees. See Personal and Non-University Expenses for more information about restrictions on personal expenses.
Tips Reasonable tips are considered allowable expenses. See policy 15.1.4 Determine Allowability of Travel Expenses for more information.
Travel Agency Services University of Illinois System has a contract with a travel agency to accommodate the various needs of all universities. Learn more about working with our contracted travel agency.
Travel Insurance Travel insurance is prohibited, though exceptions may be requested for foreign travel. Approved exceptions can be paid for with a TCard. PCards cannot be used to purchase travel insurance. See Policy 15.1.4 Determine Allowability of Travel Expenses for more information about when purchasing travel insurance is allowable.

For information for auto insurance on cars used for business travel, see "Auto Insurance".

Travel Packages TCards can only be used to purchase a travel package only for guests of the system. For employees, travel packages cannot be reimbursed unless detailed, itemized receipts are submitted for each portion of the "package."

See policy 15.1.3 Make Travel Arrangements for more information about purchasing travel packages.