ANNOUNCEMENTS: Cheers for Peers

Library Human Resources is happy to announce this month’s Cheers for Peers submissions. The following Library employees have been cheered by their peers:

• Melanie Kuehn
• Jafar Muhammad
• Chad Lewis
• Jennifer Gavel
• Skye Arseneau
• Paul Gowens
• Kestrel Ikar
• John Laskowski
• Kristen Zidon
• Hannah Williams
• Molly Banwart
• Cait Coker

To view the detailed Cheers for Peers submissions please view the Growing People blog.

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ANNOUNCEMENTS: Recognizing Excellence

Please share your award, recognition, or grant! To initiate a request for publicity, employees (or their supervisors) should submit the Recognizing Excellence Submission Form.

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ANNOUNCEMENTS: Meeting Minutes (SAT, CDC, CAPT)

Please see the following URLs for the most recent meeting minutes of these groups:

• Senior Administration Team (SAT): library.illinois.edu/committees/committees/senior-administration-team
• Collection Development Committee (CDC): library.illinois.edu/staff/committee/collection-development-committee/
• Content Access Policy & Technology (CAPT) (including workgroup reports): library.illinois.edu/staff/committee/content-access-policy-technology-capt/

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FACILITIES NEWS: Facilities Update

Tim Newman, Assistant Dean of Libraries for Facilities

For a complete list of projects in planning and construction, please visit wordpress.library.illinois.edu/staff/facilities.

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BUSINESS NEWS: Purchasing Food for Business & Events

Kim Johnson, Associate Director of Fiscal Operations

When purchasing food for university business, what you buy determines if the food is considered a Catering, Business Meal, or a Food Supply.* The allowable maximum expenditure for business meals, receptions, and refreshments is $75 per person per meal.

*The University is tax exempt and therefore will not reimburse tax on food purchases. When making purchases on behalf of the U of I System, please present suppliers with the U of I System’s sales State of IL Sales Tax Exempt Letter to avoid paying sales tax on purchases.

Requesting Food/Refreshments for Approved University Library Events: To request the Library Business Office purchase food and/or refreshments for an approved event, please submit the request through the Purchasing App following the procedures below:

• Receiving written approval from fund manager, place order with the vendor
• Place the order with the vendor
• Submit request through the Purchasing App
• In Vendor Information Section, check the “User Entered Vendor” and include vendor contact name in the address line. Add email address and phone number in designated fields
• In the Items Section
  • Quantity is 1
  • Units: Each
  • Price: total price of order
  • Catalog/Part #: what was ordered
  • Description: “Order has been placed, needs Business Office payment”
• Delivery Information: Choose Other and enter who will it pick up the order or if it will be delivered
  • Make sure when the order is received that the receipt is obtained and brought to the Business Office for reconciliation
• Section 6 Review & Submit, please include a Business Purpose in the Business Purpose.
  • If this option is not available, please go back to the Delivery Section and include the Business Purpose in the Comments/Special Instructions
• The Library Business Office will then pay for the order up to 2 weeks in advance of the event.
• Once you pick up or receive delivery of the order, make sure you obtain the receipt and bring it to the Business Office for reconciliation

Food Supplies: Food Supplies are a common purchase for many units, but differ from a Business Meal. For example, an employee purchased pre-packaged food items (such as bagels, coffee, ground beef, buns, cookies, and bottled water) to bring to a business meeting or university event. These items are considered consumable food supplies. Remember, sales tax is not reimbursable.

Ways to Purchase:

• University P-card with Supporting Documentation (NOT T-Card)
  • Note to P-card holders: Food Supplies should be purchased with a PCard using account code 124300.
• Submit reimbursement request through the Purchasing and Reimbursement App with Supporting Documentation
• Supporting Documentation needed for each transaction:
  • The business purpose of the meeting/activity (how it benefited the System) as required by the Internal Revenue Service.
  • Itemized receipt or invoice detailing all food and beverage purchases.
  • The number of attendees.
  • Affiliation of attendees. Do not list by name, but indicate whether they were employees or non-employees.
  • Whether alcohol was served.

Business Meals: Business Meals are another common purchase for many units, but differ from consumable food supplies. For example, if you are paying a restaurant to prepare a platter of sandwiches or boxed lunches for a business meeting or university event, this would be considered a business meal.

Ways to Purchase:

• University T-card with Supporting Documentation (NOT P-Card)
• Submit reimbursement request through the Purchasing and Reimbursement App with Supporting Documentation
• Supporting Documentation needed for each transaction:
  • The business purpose of the meeting/activity (how it benefited the System) as required by the Internal Revenue Service.
  • Itemized receipt or invoice detailing all food and beverage purchases. Tips up to 20% will be reimbursed.
  • Include both the meal and alcohol on 1 (one) receipt.
  • The number of attendees.
  • Affiliation of attendees. Do not list by name, but indicate whether they were employees or non-employees.
  • Whether alcohol was served.

Catering: A catered event typically involves one or all of the following:

• a signed contract
• a deposit
• a provided service

If you need catering, please contact the Library Business Office at BHRSC@library.illinois.edu

The preferred caterer for University Events is University Catering

University Policies: 8.1.1 Business Meals, Refreshments, and Alcohol

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HR NEWS: Departures

• Vicki Sparks – Administrative Aid – Advancement – Retiring, last day December 31, 2025

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HR NEWS: Civil Service Vacancies

• UX and Content Specialist – Main Library Admin – Pending Reference Checks
• Library Specialist for Monographic & Media Acquisitions – Acquisitions & Cataloging Services – Interviewing

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HR NEWS:  Academic Professional and Faculty Open Postings

• Bioengineering Librarian – Grainger Library – Interviewing Soon
• Humanities Librarian (African American Studies and English Literature) – HPNL – Interviewing Soon
• Visiting Open Educational Resources Librarian – SCP – Interviewing Soon
• Visiting Music & Performing Arts Special Collections Librarian – MPAL – Interviewing Soon

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HR NEWS: In Memoriam

• Gene Rinkel

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EVENTS AND TRAINING: Staff Events Calendar

To see the most up-to-date staff events calendar, please visit uiuc.libcal.com/calendar/staff.

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EVENTS AND TRAINING: Project Management Fundamentals

January 8 at 9:00 a.m.–5:00 p.m.
Registration

Project Management Fundamentals is a hands-on, interactive workshop designed for Library employees who are currently managing projects or preparing to do so in the near future.

This small-group, full-day session will be facilitated by Jake MacGregor, Organization Development & Training Coordinator, and is geared toward those looking to strengthen basic project management skills. This session provides ample time for discussion, questions, and practice.

Participants will:

• Learn key project management terminology, concepts, and best practices
• Explore how to use Excel for simple project tracking and organization
• Apply new skills by working through a simulated, Library-focused project in small teams

Lunch will be provided. Please obtain your supervisor’s approval before registering. Seats are limited — please register only if you can fully commit to attending, so all interested employees have the opportunity to participate.

Questions can be directed to Jake MacGregor (jdmac@illinois.edu).

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EVENTS AND TRAINING: Annual Library Recognition Event and Planning Workshop

January 13 at 9:00–11:30 a.m.
Register to attend online

This hybrid event will be held Tuesday, January 13, 2026, at the I-Hotel Conference Center in the Chancellor Ballroom. The Recognition Event will be from 9:00–10:00 a.m., followed by a Planning Workshop from 10:00–11:30 am. Join us for a breakfast buffet at 8:00 a.m. and stay for a luncheon at 11:30 a.m. The deadline to RSVP for the in-person event has passed, but you can still register to attend virtually.

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EVENTS AND TRAINING: Receiving Feedback – Professional Development Series

January 15 at 1:30–3:00 p.m.
Registration

We will explore key lessons and practices from Douglas Stone & Sheila Heen (authors of Thanks for the Feedback) on how to effectively receive feedback, which can ultimately lead to stronger relationships, trust, and collaboration.

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EVENTS AND TRAINING: Purchasing App Training

January 15 at 2:00–3:00 p.m.
Registration

The Business Office is offering Purchasing App training on Teams and in the Main Library, Room 314.  We’ll walk through the process together, provide links to resources, and answer your questions.

Registration is required. Additional dates:

• Tuesday, February 17 at 2:00–3:00 p.m. via Teams
• Thursday, March 19 at 2:00–3:00 p.m. in the Main Library, Room 314

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