Using the FY24 Purchase Exemption Approval Request Form
- Access the exemption form here. [UChicago login required]
- To help ease the process of approval, please fill out the form to the best of your ability. Fields marked with an asterisk (*) are required.
- Department – Select the department of the person you are filling out the request on behalf of
- End User CNet* – Enter the CNet ID of the person you are filling out the request on behalf of
- Phone Number – Enter the phone number of the person you are filling out the request on behalf of
- Exception Requested* – Select the type of exception that is being requested from the dropdown
- OPTIONAL: Requested Equipment/Service – You will only see this field if the Exception Request type is Technology. Select the best match from the dropdown and enter equipment model, costs, and specifications in the next box
- Description of your Request – Explain what is being requested in detail
- Attach Documentation of Proof – Attach documentation of prior approval, if applicable
- Justification* – Briefly describe the reasons this purchase is necessary at this time. Success will be greatly aided by including the consequences if the purchase is not made
- Local Center Business Manager – Select your department’s business manager, if known
- Once completed, click the blue Create button.
You will receive an email confirming that your request has been received and is under review.
Frequently Asked Questions (FAQ)
PURCHASING
How should visiting faculty access their research funds, given that they do not have GEMS cards?
Because they do not have GEMS cards, visiting faculty can complete purchases out of pocket by using a personal credit card and submitting their receipts for reimbursement via GEMS. If additional assistance is needed, contact the departmental Business Manager within the Local Business Center.
Are endowment funds subject to these restrictions too?
Yes, gift and endowment funds are subject to these limitations during FY2024.
EVENTS AND MEALS
Do I need pre-approval for a departmental celebration? Are there department or unit initiatives for which exceptions are allowed and meals can be purchased?
Pre-approval is not needed when business meals are purchased within the university guidelines as communicated by the Provost Office on July 6, 2023.
In keeping with the FY24 University guidelines, meals are:
- Limited to meetings that exceed two hours and include attendees from outside the University. Meals between University employees (with no external attendees outside of organized events) will not be reimbursed.
- Allowable for University and Divisional initiatives such as:
- Faculty Research Seminar
- Talent Recruitment
- Donor Engagement
- Student-facing Activities/Events, includes faculty-student lunches and lab meetings that include students.
- Departmental Year-end Holiday Parties and Staff retreats
- Lunches for new hires: faculty and staff
- Departmental Faculty Meetings
- Colloquium series featuring an internal speaker/graduate student speaker.
- Staff development: Lunch & Learn
- Memorial Services
- Meals incurred while traveling for research.
For FY2024, events as above can include meals that meet the following expense limitations:
- Breakfast & Lunch – $30 per person; this value includes tax and gratuity and does not include delivery charge.
- Dinner – $75 per person; this value includes tax and gratuity and does not include delivery charge.
Any expenses for gatherings listed above that exceed these caps will not be reimbursed.
Meals that are anticipated to exceed the above amounts or are not identified as a University/Divisional initiative must receive pre-approval from the Dean’s Office, and approvals will depend on exceptional circumstances. Unit Chairs or Directors cannot grant exceptions. Without pre-approval, expenses will not be reimbursed and will be marked as a personal expense.
What is the preapproval process for an event that is either not included in the list above and/or is anticipated to exceed the caps above?
The process to request approval is as follows:
- An Administrator should complete and submit a Purchase Exemption Approval Request form to the LBC requesting approval.
- All submissions will be reviewed by the Dean’s Office, and approvals/denials will be sent within two business days.
How do I obtain pre-approval for an exception to arrange travel outside of Fox Travel?
When it is proven that a lower rate can be acquired through a service outside of Fox Travel, the Division may grant an exception for scheduling travel arrangements outside of Fox Travel. The employee must show proof of the lower rate by a third party and submit the request for exception and supporting documents via Purchase Exemption Approval Request form. If an exception is granted, the employee must attach the supporting documents when submitting all expense reports via GEMS.
Similarly, if Fox Travel is unable to assist with travel arrangements, please submit a Purchase Exemption Approval Request form documenting their inability to make travel arrangements. An email or correspondence from Fox Travel showing their inability to complete the transaction will be required as proof. If an exception is granted, the employee must attach this proof to their GEMS report.
The process to request approvals are as follows:
- An Administrator should complete and submit a Purchase Exemption Approval Request form to the LBC requesting approval.
- All submissions will be reviewed by the Dean’s Office, and approvals/denials will be sent within two business days.
- When submitting a request to purchase travel outside of FOX TRAVEL due to lower pricing, please submit a comparison of rates (via screen shots) as proof of lower pricing.
What do I do if I will be traveling with family?
FOX Travel and the GEMS card can be used to support the travel arrangements and incur the full travel cost. When submitting the GEMS expense report, the employee can request reimbursement for his/her ticket and declare the remaining cost (for family members) as a “personal” expense. All personal expenses will be deducted from the employee’s pay during the subsequent pay cycle.
In light of the GEMS policy requiring expenses to be reconciled within 60 days, how do I handle tickets purchased more than 60 days in advance?
The University requires airfare be purchased at least 14 days in advance, but faculty and staff can purchase a ticket as far in advance as needed. Expenses can be reported and reconciled in GEMS prior to the date of the trip.
As a reminder, the University requires all expenses to be reconciled within 60 days of purchase. If expenses are unreconciled longer than 60 days, the University will deactivate that faculty or staff member’s GEMS card.
If deactivation occurs, all expenses must be reconciled, and the employee must receive approval from the Dean’s Office (Lisa Williams) before the GEMS card can be reactivated. To reactivate the GEMS card, the employee must submit a ServiceNow ticket (selecting “ask a payment question”) to request GEMS reactivation and attached the Dean’s Office Approval to the request. The reactivation process takes up to 10 days.
TECHNOLOGY
Can I purchase toner and paper for my home printer so that I can print an article as I work from home?
All purchases for home offices, including furniture (desk, chairs, bookcases/shelves), printers, printing supplies, scanners, and shredders, are unallowable.
SSD Auxiliary Services, located on the lower level of the SSRB, provides mail, copy, and printing services to the SSD community. For more information, please contact Charles Cannon at 773-702-8797 or CannonC@uchicago.edu.
All computing needs must be purchased through Social Science Computing Services (SSCS). Please contact Bart Longacre for your computing needs at longacre@uchicago.edu.
All furniture purchases for campus offices must be requested through David Guyer at dguyer@uchicago.edu.
Are faculty prohibited from using their research funds to purchase home computing equipment?
The Division will allow for the purchase and/or necessary replacement of desktop computers (for campus office) or laptop equipment. All computer equipment must be purchased through SSRC team. Please contact Bart Longacre for more assistance at blongacre@uchicago.edu.
Are faculty prohibited from using their research funds to purchase cell phones or to pay for cell phone service?
In keeping with FY24 University guidelines, the purchase of cell phones or cell phone service is prohibited. Faculty or Staff members with existing University-issued cell phones will be contacted with guidance on how to cancel or migrate to personal paid plans. Reimbursement of monthly service plans, stipends, and equipment purchases through GEMS/Concur will no longer be supported.
Will employees be able to receive reimbursement for their internet services?
Reimbursement for home services (i.e. Internet) is prohibited.
Do these guidelines apply to funds from the College? That is, payments in any of these categories from college accounts using a GEMS card would be subject to the same guidelines. Or is that incorrect? (Trilbe Wynne)
Yes. The general guidelines are applied across the campus and all units are living according to these new guidelines. However, the Division has agreed to making exceptions for specific things. These exceptions are at the discretion of the Dean and are unit specific. Unfortunately, we cannot see activity charged to college research accounts so we can’t monitor if folks are living to the meal spending caps. We can only enforce the rules against those charges reported on our accounts.
Are students required to use Fox Travel? Do they have access to the interface or another mechanism? As things stand, it isn’t practical for staff to book travel for all the students who receive funding for research through the Center so we are wondering how to instruct them. (Gina Olson)
Our students are not required to use Fox Travel. This rule applies to employees only. Our student travel is supported via reimbursements. I hope this answers your question.