Responsibilities
Travel
The Board of Trustees of the University of Illinois System authorizes the Vice President, Chief Financial Officer, and Comptroller (Comptroller) to establish policies and procedures for managing travel policies and related matters.
The Comptroller has delegated to the Assistant Vice President for Procurement Services the authority to formulate and to publish policies and procedures required to meet Illinois Higher Education Travel Control Board (IHETCB) requirements regarding travel on behalf of the system and related matters.
The Comptroller has designated the Associate Vice President, Controller, and Deputy Comptroller to oversee system travel operations and represent the system as a member of the IHETCB Board.
Unit heads or their delegates are responsible to approve travel and verify the unit has funds available. University Payables reviews and approves all travel expenses.
Employees are personally responsible for ensuring that their travel arrangements meet travel regulations and that their claims for reimbursement are accurate. Improper or inadequately supported travel claims cannot be paid until the correct documentation is submitted.
Travel Card (TCard)
The State Comptroller's office sets standards for charge card programs.
As designated by the Assistant Vice President, Controller, and Deputy Comptroller (Controller) and under the supervision of the Assistant Vice President for Procurement Services, the Senior Director of University Payables (UPAY), and the Senior Associate Director of Support Services at UPAY, Assistant Director of Support Services at UPAY acts as system-wide Card Administrator:
- Develop the management plan, policies, and procedures to support the functions of UPAY Card Services operations.
- Confer with the appropriate system or university purchasing office during the administrative decision-making process for procurement and payment issues.
- Be responsible for day-to-day-operations of UPAY Card Services.
Unit heads are responsible for identifying cardholders, appointing a Department Card Manager (DCM), facilitating compliance, and oversight of TCard use in their units. In addition, they are responsible for fiscal control of all travel charges.
Employees involved in TCard transactions are responsible for knowing and complying with all system policies and procedures related to possession of a TCard. TCard Roles and Responsibilities.
University Vehicles
The President has delegated authority for decisions regarding appropriate use of system motor vehicles to the Assistant Vice President for Procurement Services. The Comptroller and Chancellors have further delegated authority to the Assistant Vice President for Procurement Services and the Chancellors' representatives.
The Assistant Vice President for Procurement Services or Chancellors' representatives may be petitioned to modify policy on vehicle use, and, in consultation with other system and university administrators, make decisions regarding authorized use within established guidelines or additions/deletions to the list of approved uses.
Unit heads are not allowed, under any circumstances, to authorize the use of system motor vehicles outside of the scope of authorized use.
Drivers of system vehicles must regard vehicle accidents with the same sense of responsibility as if the accident involved their own vehicle.
First Published: September 2012 | Last Updated: June 2024 | Last Reviewed: June 5, 2019