Business Office

AnchorAll 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.

Catering
Guests
Reimbursements (incl. T-Card)
P-Card Charges
Travel Arrangements
Hall Rental fees For Non-School of Music Events


AnchorCATERING

Caterer WITH a University Master Contract (Click here for a list of these caterers)

Due 2 months before the catered event

Caterer WITHOUT a University Master Contract

Due 6 months before the catered event

The information provided to the business office should include the following:

  1. Business purpose of the event
  2. Planned location
  3. Funding source(s)
  4. Number of attendees expected
  5. Food and drink needs
  6. Preferred caterer, if applicable

AnchorGUESTS

(See 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

AnchorREIMBURSEMENTS (includes T-Card)

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. Alcohol purchases may not be 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.


AnchorP-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.


AnchorTravel 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):
a. Full name as it appears on the government issued ID
b. Date of birth
c. UIN
d. Net ID
e. Frequent flyer number, if applicable
6.Airfare, Train, Car Rental, etc.
a. Travel method
b. Preferred departure date and time
c. Preferred return departure date and time
d. Preferred vendor, if applicable
7. Lodging
a. Date of check-in
b. Date of check-out
c. Preferred vendor, if applicable
8. Any other pertinent information