Annually, the Department establishes two expense accounts for each faculty member (the amount of each varies by academic rank). One expense account is for reimbursement of legitimate university-related expenses and the other expense account is for the faculty member to acquire technology for use in performing university-assigned duties (e.g., office computer, laptop computer, computer software, and computer-related peripherals). The Head of the Department must approve, in advance, all expenditures in excess of a faculty member’s account balances.
Faculty may request reimbursement for legitimate, university business-related travel expenses, as well as other university business-related expenses, up to the balance of their accounts. Faculty should comply with all University policies and rules governing reimbursement of travel and other expenses (see Section 15 in the University Business and Financial Policies and Procedures Manual available at http://www.obfs.uillinois.edu/travel/.
Faculty should submit requests for travel reimbursements within 30 days (15 days with a travel advance) of returning to campus. In compliance with IRS regulations, a business expense reimbursement to an employee may be considered taxable income to the employee if the request for the reimbursement is not received by University Payables within 60 calendar days of the last date of travel (for travel reimbursements), or the date the business expense was paid or incurred. All travel and other expense reimbursement requests are to be submitted through the Department of Accountancy office in 360 Wohlers Hall.
Examples of legitimate, university business-related activities include:
- Academic and professional journal subscriptions;
- Memberships in academic and professional societies;
- Expenses of maintaining and enhancing one’s knowledge of accountancy and the accounting profession (such as research, professional, and educational publications);
- Research-related expenses (such as data procurement, subject payments, and experimental materials);
- Materials and supplies used in performing teaching assignments;
- Travel to attend academic conferences (such as the AAA Annual Meeting, the Mid-Year Meetings of AAA sections, and research conferences)*;
- Travel to collect data for research.
* Note: Some conference registration fees include select meals. In such instances, the faculty member should not seek per diem meal allowances for the meals included in the conference fees.