Only full-time benefits-eligible University employees have access to GEMS (SAP Concur) and are eligible for a GEMS card. Student employees should submit reimbursements through the Student Reimbursement Request Form. Post-doctorate fellow and part-time employee reimbursements should be processed through a Payment Request in Oracle.
To learn more about the GEMS card and GEMS (SAP Concur), please visit the GEMS homepage.
Reconciling GEMS Card Expenses
Instructions to create a create an expense report can be found here. Information about supporting documentation standards can be found here.
Submitting Out-of-Pocket Expenses for Reimbursement
GEMS may also be used to reimburse benefits eligible University employees for out-of-pocket business expenses.
Reimbursements processed through GEMS are distributed via the payroll system. Therefore, any money owed to an individual will appear in their next paycheck according to the bi-weekly schedule. Employees on bi-weekly pay schedule will not see a separate check. Monthly employees will receive a separate pay advice for one or both bi-weekly pay periods.
Instructions to create a create an out-of-pocket expense report can be found here. Information about supporting documentation standards can be found here.
To learn more about submitting expense reports, please contact your assigned Business Manager or the SSD LBC at SSD-LBC@uchicago.edu, and the Business Manager assigned to your accounts will get in touch with you within two business days.