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 (khamaguchi@uchicago.edu).
Any non-travel purchases over $1,000 (i.e., computer equipment) requires pre-authorization by Michael Kerstiens (mjkersti@uchicagoe.edu) 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. Payment to a business for services is allowable.
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.