The standard GEMS card has a $10,000 credit limit and a $500 single purchase procurement limit. This $500 limit applies to the purchase of goods but does not apply to other expenses, such as business meals and travel.
Please contact your Business Manager or grants specialist if you need to purchase an item that costs more than $500, reimburse students or visitors, or pay individuals for services. It is important to discuss these transactions before you incur the expense as these commitments may have tax implications.
Benefits ineligible employees, emeriti, teaching fellows, students, and visitors in the SSD should not use GEMS. Instead, ePayment and/or Shared Services requests should be used for reimbursements. Contact your assigned Business Manager for more information.
All reimbursements are paid in $USD by default. Any foreign currency amounts must be converted into $USD. When converting currencies, a PDF of the conversion method used (e.g. OANDA) should be attached to the bottom of the corresponding receipt. The currency conversion should be based on the exchange rate at the time of the transaction or the end of the travel period (not the time of reimbursement).
You need a CNET ID and password to access GEMS.
Items such as books, office supplies, and other expenses require the submission of receipts if the expense totals $75 or greater. The receipts should show the last four digits of the credit card number and the amount. The easiest method to keep track of receipts is to take a photograph with your phone and email a picture of the receipt to Katherine Hamaguchi (email@example.com).
Any non-travel purchases over $500 (i.e., computer equipment) requires pre-authorization by Michael Kerstiens (firstname.lastname@example.org) as these items are above the threshold for single purchases and may be processed through the Local Business Center. Please contact the Business Manager to explore options before requesting reimbursement authorization.
Services provided by individuals should not be processed using your GEMS or personal credit card. Payment for services provided by individuals, including those paid via PayPal, is not allowable if procured with the GEMS card or a personal credit card. Reimbursement for payment to a business for services is allowable. An invoice should be submitted through the Local Business Center for these types of payments. Please contact the LBC for payments to an individual for services.
Please contact your Business Manager or Grant Specialist if you need to purchase an item that costs more than $500, reimburse students or visitors, or pay individuals for services. It is important to discuss these transactions prior to payment as these commitments may have tax implications that must be considered.
To learn more about the GEMS card, please contact SSD Local Business Center at SSD-LBC@uchicago.edu and the LBC Business Manager assigned to your accounts will get in touch with you within two business days.
GEMS System Login Page: https://gems.uchicago.edu/login/auth.php
GEMS Quick Start Guide: https://gems.uchicago.edu/resources/forms/GEMSQuickStartGuide.doc