Business Office

All requests to the Business Office should be submitted in writing on the appropriate form or by email to music-business@illinois.edu according to the timelines below.

All email correspondence initiated by the Business Office will be sent to @illinois.edu email accounts only.

Guest Requests
Purchasing Requests
Copy Requests
Reimbursements (incl. T-Card)
P-Card Charges
Travel Arrangements


 

 

 

 

GUEST REQUESTS

(Please submit your requests using the *NEW* online Guest Request form)

The information provided should include the following:

  1. Full name of the guest
  2. Phone number of the guest
  3. Email address of the guest
  4. Mailing address of the guest
  5. Dates of  visit/residency
  6. 1-2 sentences describing the services to be performed
  7. Funding source(s)
  8. Foreign Nationals will be asked to provide further information for tax purposes.

*Guests may not be paid if all paperwork is not completed by the first day of service.

Foreign National*

*Foreign Nationals can only be paid after their visit has concluded and only in U.S dollars

  • $4,999.99 or less: due 8 weeks before the first day of the visit/residency
  • $5,000.00 or more: due 10 weeks before the first day of the visit/residency

US Citizen / Permanent Resident

*Guests receiving $5,000.00 or more can only be paid after their visit has concluded

  • $4,999.99 or less: due 4 weeks before the first day of the visit/residency
  • $4,999.99 or less WITH day-of check: due 6 weeks before the first day of the visit/residency
  • $5,000.00 or more: due 6 weeks before the first day of the visit/residency

 

If applicable, guests may request reimbursement for their self-paid travel expenses using this form: Guest Travel Reimbursement Form


 

 

PURCHASE REQUESTS

All requests for purchases must be submitted thru the Purchasing App.

Once you submitt your order it will be sent to the Business Office for processing. You will be notified when the order has been completed and when it is ready for pick-up.

You may find a downloadable PDF with step-by-step instructions here.


 

 

COPY REQUESTS

All requests for copies, pritning and scans must be submitted thru the online Copy Request Form.

Please be a specific as possible with your reqeusts. Multiple files can be uploaded on a single requests, please make sure to indicate if each file should be printed separately or together.
You will be notified when the request has been completed and when it is ready for pick-up. Questions about the form can be directed to music-steno@illinois.edu.


 

 

REIMBURSEMENTS

All reimbursements are processed in the order they are received by the Business Office. Please allow 4 weeks for payment to be processed from the time the request is submitted in TEM by the user.

Receipts must include BOTH the credit card and itemized receipts, when applicable.

Travel (includes T-card charges)

Submit receipts to the business office within 2 business days of return from travel with a completed Travel Reimbursement / T-Card Charge form.

  • Meals reimbursement will only be provided at the per diem rates set by the State of Illinois and the U.S. State Department. Click here for more information on how per diem amounts are calculated.
  • Currency conversion is also set by the State of Illinois and is based on the location and date of purchase.
  • Mileage will be calculated by the Business Office between the destination address provided, which is usually the hotel or site of research, and the distance to the Music Building or your residence – whichever is shorter.

 

Business Meals (includes T-card charges)

Submit receipts to the business office within 2 business days of the meal with a completed Event Participants for Business Meals Form. Please make sure to include a valid University purpose with this form.
Please note employee only meals are no longer reimbursable. Alcohol purchases are not reimbursable.

Miscellaneous Reimbursements (anything other than travel)

Submit receipts to the business office within 2 business days of purchase with a completed Miscellaneous Reimbursement Request / P-Card Purchase form.


 

 

P-CARD CHARGES

Submit receipts to the business office within 2 business days of purchase with a completed Miscellaneous Reimbursement Request / P-Card Purchase form.

Receipts must include BOTH the credit card and itemized receipts, when applicable.


 

 

TRAVEL ARRANGEMENTS

All travel arrangement requests should be submitted using the Travel Reimbursement / T-Card Charge form.

Click here for a list of contracted travel agencies

Individual Travel: Due 2 months before the start of travel

Group Travel: Due 6 months before the start of travel

The information provided for all requests should include the following:

  1. Preferred travel agency, if applicable
  2. Business purpose of the event
  3. Funding source(s)
  4. Destination
  5. Traveler(s):
  • Full name as it appears on the government issued ID
  • Date of birth
  • UIN
  • Net ID
  • Frequent flyer number, if applicable

6. Airfare, Train, Car Rental, etc.

  • Travel method
  • Preferred departure date and time
  • Preferred return departure date and time
  • Preferred vendor, if applicable

7. Lodging

  • Date of check-in
  • Date of check-out
  • Preferred vendor, if applicable

8. Any other pertinent information