Section 3000.100  Authority

 

This Part is promulgated under the authority vested in the Travel Regulation Council by Sections 12-1, 12-2 and 12-3 of the State Finance Act [30 ILCS 105/12-1, 12-2 and 12-3].

 

(Source:  Amended at 37 Ill. Reg. 4383, effective March 22, 2013)

 

Section 3000.110  Philosophy

 

The Travel Regulation Council believes first and foremost that State employees are honest individuals and that claims for reimbursement are made in all good faith.  The Council is therefore obliged to deal fairly with agencies and individuals in carrying out its responsibilities.

 

Section 3000.120  Policy

 

It is the policy of the State to reimburse employees for reasonable authorized expenses incurred by them in the performance of their duties.  The Travel Regulation Council will at least biennially review and revise rates to reflect, as accurately as possible, the actual amounts necessary to reimburse employees.  Rates of reimbursement are shown in Appendix A, Reimbursement Schedule.

 

Section 3000.130  Scope and Interpretation

 

a)         This Part shall apply to the following:

 

1)         All full and part-time employees of the State regardless of funding source;

 

2)         Public members, whether salaried or unsalaried of State Boards, Commissions, and Authorities, advisory or otherwise;

 

3)         Wards and charges of the State.

 

b)         The following are specifically exempt from this Part:

 

1)         Elected constitutional officers and members of constitutional State Boards.

 

2)         Members of the General Assembly

 

3)         Judges

 

4)         The Auditor General

 

5)         Independent Contractors

 

c)         Questions regarding interpretation and application of this Part shall first be addressed to an individual's employing agency.  The employing agency may refer the question to the Travel Control Board holding jurisdiction over the Agency.  The Travel Regulation Council shall have final interpretation of this Part.  The decision of the Council as to the proper interpretation of any such rule shall be final and binding.  All covered agencies and employees shall comply with the Council's decision in the absence of a written opinion from the Attorney General or a decision of a court of competent jurisdiction.

 

Section 3000.140  Definitions

 

Act:  The State Finance Act [30 ILCS 105].

 

Agency:  Any department, board, commission, committee, authority, or institution as defined in the Illinois State Auditing Act [30 ILCS 5/1-7].

 

Agency Head:  The chief executive officer of an agency or a designated representative.  Representatives must be authorized by the Agency Head and must be on file with the Office of the Comptroller.  Filing of the Signature Authorization Card (SCO-95) shall constitute authorization.

 

Commuting Expense:  The cost of one round trip between residence and headquarters.  Cost may include mileage, parking fees, tolls, etc.  Mileage cost is determined by multiplying the commuting mileage by the mileage reimbursement rate defined in Appendix A, Reimbursement Schedule.

 

Commuting Mileage:  The actual round trip mileage between residence and headquarters.

 

Headquarters:  The post of duty or station at which official duties require the employee to spend the largest part of working time.  Headquarters shall ordinarily be the corporate city limits in which the employee is stationed or may be a designated geographical area.  Headquarters shall be designated by the Agency Head in accordance with policies established by the appropriate Travel Control Board.

 

Travel Control Board:  Those Boards created by the State Finance Act [30 ILCS 105/12-1].

 

Travel Regulation Council:  The Travel Regulation Council (TRC or the Council) shall consist of the Chairmen or designee of each of the statutorily created Travel Control Boards.

 

Travel Status:  An employee shall be considered "on travel status" while away from headquarters on authorized state business.  Travel status shall begin when an employee leaves headquarters or, if reporting directly to destination, from residence or other location.  Travel status shall conclude when an employee returns to headquarters or, if reporting directly from original destination, to residence or other location at the completion of authorized State business.

 

(Source:  Amended at 48 Ill. Reg. 2844, effective February 6, 2024)

 

Section 3000.150  Remote Attendance

 

If a quorum of the members of the Council are physically present, as provided for in Section 2.01 of the Open Meeting Act [5 ILCS 120], a member not physically present may attend by way of video or audio conference if:

 

a)         The member is prevented from physically attending due to:

 

1)         personal illness or disability;

 

2)         employment purposes or the business of the public body;

 

3)         a family or other emergency [5 ILCS 120/7]; and

 

b)         The member notifies the chair and/or the Council staff prior to the meeting, unless advance notice is impractical, of their desire to attend by way of video or audio conference; and

 

c)         A majority vote of the Council is held approving of the member's attendance by way of video or audio conference.

 

(Source:  Added at 48 Ill. Reg. 2844, effective February 6, 2024)

 

Section 3000.200  Travel Control System

 

Each Travel Control Board shall prescribe a travel control system for the agencies and employees under its jurisdiction.

 

Section 3000.210  Designation of Headquarters

 

a)         Section 12-3 of the State Finance Act, [30 ILCS 105/12-3], requires that Form TA-2 be completed and filed with the Legislative Audit Commission for any individual whose headquarters has been designated as a location other than that at which official duties require the largest part of working time. The reports shall be filed no later than July 15 for the period from January 1 through June 30 of that year and no later than January 15 for the period July 1 through December 31 of the preceding year.  If an agency has more than one facility or institution, the report shall indicate on its face to which facility or institution the data pertain.

 

b)         Agencies with no officers or employees in this status will file negative reports.

 

c)         The Travel Control Boards shall prescribe procedures for headquarters designation for Agency Heads under their respective jurisdictions.

 

(Source:  Amended at 20 Ill. Reg. 7372, effective May 13, 1996)

 

Section 3000.220  Expenses at Headquarters or Residence

 

a)         As a condition of employment, employees expect to incur commuting expenses between their residence and headquarters.  These expenses are not reimbursable.  Meals, lodging and per diem are not reimbursable at headquarters or at residence.  Expenses associated with State business in excess of commuting expenses are reimbursable at headquarters and/or residence.  An employee whose travel does not include travel through headquarters shall be reimbursed for all mileage.  An employee whose travel does include travel through headquarters shall be reimbursed for all mileage in excess of commuting mileage.  All travel must be by the most direct route.

 

b)         "Travel through headquarters" is defined as:

            Any travel to or through the corporate city limits of the employee's designated headquarters, regardless of whether the employee made a stop at the work site or changed vehicles or modes of transportation.

 

c)         Examples of reimbursable mileage expenses are as follows:

 

1)         Residence/Lincoln – Headquarters/Springfield.  Employee drives from residence in Lincoln to Chicago and returns to residence.  Reimbursement is for all mileage because the travel was not to or through headquarters.

 

2)         Residence/Lincoln – Headquarters/Springfield.  Employee drives from residence in Lincoln to Collinsville and back to residence.  Reimbursement is for all mileage in excess of commuting mileage.  The travel, by the most direct route, was through headquarters.

 

3)         Residence/Carbondale – Headquarters/Marion.  Employee drives from residence to headquarters.  Later, employee drives from headquarters to Anna and back to residence.  Reimbursement is for all mileage in excess of commuting mileage.

 

4)         Residence/Evanston – Headquarters/JRTC, Chicago.  Employee drives from residence to McCormick Place for an event.  After the event, the employee drives to headquarters, then to residence.  Reimbursement is for all mileage in excess of commuting mileage because the travel was through headquarters.

 

5)         Residence/Chicago – Headquarters/JRTC, Chicago.  Employee normally commutes to work by train.  However, in order to attend a meeting at another location, the employee drives from residence to headquarters, then to the meeting location, then returns to headquarters and back to residence. Reimbursement is for all mileage in excess of commuting mileage.  The fact that the employee normally rides the train to work has no effect on determining reimbursement.

 

d)         Agencies are responsible for monitoring claims under this Section.

 

(Source:  Amended at 37 Ill. Reg. 4383, effective March 22, 2013)

 

Section 3000.230  Preparation and Submission of Vouchers or Travel Expenses

 

The Travel Control Boards shall prescribe procedures for the preparation and submission of vouchers for travel expenses for agencies under their respective jurisdictions to comply with the Comptroller's Uniform Statewide Accounting System and shall include the certification required by Section 12 of the State Finance Act [30 ILCS 105/12].

 

(Source:  Amended at 20 Ill. Reg. 7372, effective May 13, 1996)

 

Section 3000.300  Modes of Transportation

 

a)         All travel shall be by the most economical mode of transportation available considering travel time, costs and work requirements.  Modes of transportation authorized for official travel include automobiles, railroads, airlines, buses, taxicabs, and other usual means of conveyance.

 

b)         State vehicles may be used when most economical.  When applicable, Vehicle Rules (44 Ill. Adm. Code 5040) issued by the Department of Central Management Services shall govern use of State-owned vehicles. Agency rules further defining use of vehicles may also apply.  Specific instructions covering service and repairs of these vehicles are to be found in the glove compartment of each vehicle.

 

c)         Arrangements on airplanes, trains, or boats shall be the least costly reasonably available alternative.

 

d)         Chartered aircraft, boats, trains, buses or other similar conveyance shall be used only as a last resort or if proven to be most economical for the circumstances.  A full explanation for the use of that transportation must accompany the voucher.

 

e)         The rental of an automobile while on travel status is allowed, if circumstances require.  The most economical vehicle available that is suitable for the State's business shall be obtained.  The collision damage waiver and personal accident insurance on rented vehicles are not reimbursable.

 

f)         Privately owned vehicles may be used when authorized by appropriate agency personnel.

 

1)         Employees using private vehicles on State business must have insurance coverage in an amount not less than that required by Section 10-101(b) of the Illinois Vehicle Code [625 ILCS 5].  Prior to that authorization the Agency Head shall require employees to file a statement certifying that they are duly licensed and carry at least the minimum insurance coverage or shall require that certification to be noted on the travel voucher.

 

2)         Reimbursement for use of a private vehicle shall be on a mileage basis and shall be in accordance with the rate promulgated pursuant to 5 U.S.C. 5707(b)(2)(A)(i) and 41 CFR 301-10.303.  As provided for in the Act, if the rates set under federal regulations increase or decrease during the course of the State's fiscal year, the effective date of the new rate shall be the effective date of the change in the federal rate. [30 ILCS 105/12-2(f)]

 

g)         Agency Heads may authorize the use of privately owned aircraft on State business.

 

1)         Employees using privately owned aircraft on State business shall be duly licensed by the appropriate licensing body for the particular aircraft to be flown, shall carry insurance in at least the amount of $500,000 combined single limit, and shall certify this to the Agency Head.  The certification of insurance shall be available for review and shall be noted on the travel voucher.

 

2)         Reimbursement for the use of privately owned aircraft may be set by the individual Boards, but shall not exceed the rate set by the Federal Government pursuant to 5 U.S.C. 5707(b)(2) and 41 CFR 301-4.2(a)(2), as revised September 8, 1998 (Federal Register, Vol. 63, #173, Government Printing Office).  No later amendments or editions shall act to vary this rate.

 

(Source:  Amended at 48 Ill. Reg. 2844, effective February 6, 2024)

 

Section 3000.310  Routing

 

All travel shall be by the most direct route.  Expenses due to deviations for convenience shall be borne by the employee.  Distances between destinations shall be as shown on the Illinois Highway Map published by the Secretary of State.  Where no mileages are available, odometer readings shall be used.  Mileage in and around a city of destination may be claimed as such.

 

Section 3000.400  Lodging Allowances

 

The maximum daily lodging allowance shall be in accordance with the rates promulgated pursuant to 5 U.S.C. 5702(a)(1)(B).  As provided for in the Act, if the rates set under federal regulations increase or decrease during the course of the State's fiscal year, the effective date of the new rate shall be the effective date of the change in the federal rate. [30 ILCS 105/12-2(f)]  Except as provided for in Section 3000.430, only commercial lodging may be reimbursed.

 

(Source:  Amended at 48 Ill. Reg. 2844, effective February 6, 2024)

 

Section 3000.410  Least Costly Lodging

 

It is the responsibility of each employee to request the lowest available lodging rate at the time of making reservations.  However, a person who due to a handicap may require special lodging consideration may be reimbursed for the actual cost of the least costly lodging that is substantially accessible.  The traveler should require confirmation that "State rates" offered by hotels-motels are within the maximums allowed.  If an exception is not granted by the appropriate Travel Control Board, the employee shall absorb the excess cost.  Employees should be prepared to provide identification and proof of State employment to obtain State lodging rates.

 

Section 3000.420  Conference Lodging

 

Conference lodging charges or lodging at official meeting hotels when pre-approved by the Agency Head in excess of the maximums allowed in Appendix A, Reimbursement Schedule are considered exceptions to this Part.  Policies regarding conference lodging may be established by the Travel Control Boards for their respective jurisdictions.

 

Section 3000.430  Employee Owned or Controlled Housing

 

The Travel Control Boards may establish policies and procedures for obtaining reimbursement for the use of employee owned or controlled housing while on travel status.

 

Section 3000.500  Per Diem Allowance

 

a)         The per diem allowances shall be in accordance with the rates promulgated pursuant to 5 U.S.C. 5702(a)(1)(A).  As provided for in the Act, if the rates set under federal regulations increase or decrease during the course of the State's fiscal year, the effective date of the new rate shall be the effective date of the change in the federal rate. [30 ILCS 105/12-2(f)]

 

b)         Per diem shall be paid for travel which includes overnight lodging or is 12 or more continuous hours.  It is given in lieu of the meal allowance and is to cover the cost of meals and meal tips.  Receipts need not be submitted to support this allowance.  First and last day of travel shall be at the rates provided for in accordance with subsection (a).

 

c)         The location for computing per diem shall be based on the location at which State business is conducted or the stopover point while on travel status.  For travel which does not require lodging, the rate is the rate applicable for the location at which State business is conducted.  For single day travel during which business is conducted at multiple locations, the rate is the highest rate of the business locations.

 

1)         Example 1:  An employee is traveling to Springfield from Chicago. Business is conducted in Springfield, then the employee returns to Chicago the same day.  The rate will be the first and last day travel rate for Springfield.

 

2)         Example 2:  An employee is traveling from Springfield to East St. Louis. Business is conducted in East St. Louis.  The employee then travels to Marion and conducts business there.  The employee then travels back to Springfield.  The per diem rate is based on East St. Louis, since that is the higher per diem, and the first and last day of travel rate will apply.

 

3)         Example 3:  An employee is traveling to Chicago from Springfield. Business is conducted in Chicago.  The employee stays overnight in Chicago and travels back to Springfield the next day.  The rate is for Chicago both days, and the first and last day of travel rate applies for both days of travel.

 

d)         Meal allowance and per diem may not be mixed on the same day.

 

(Source:  Amended at 49 Ill. Reg. 3522, effective March 7, 2025)

 

Section 3000.510  Meal Allowance

 

a)         The meal allowances shall be in accordance with the rates promulgated pursuant to 5 U.S.C. 5702(a)(1)(A).  As provided for in the Act, if the rates set under federal regulations increase or decrease during the course of the State's fiscal year, the effective date of the new rate shall be the effective date of the change in the federal rate. [30 ILCS 105/12-2(f)]

 

b)         The meal allowances are given when the traveler is not eligible to receive per diem.  Receipts need not be submitted to support these.

 

c)         Breakfast is payable when an employee is on travel status and leaves headquarters or residence (if reporting directly to the destination) at or before 6:00 a.m.

 

d)         Lunch is not a reimbursable expense.  The amount for lunch is established for the purpose of setting a per meal ceiling on conference lunches and meals purchased for non-State officers and employees.

 

e)         Dinner is payable when an employee is on travel status and arrives back at headquarters or residence (if reporting directly from destination) at or after 7:00 p.m.  For employees commencing travel after close of business, but before 6:30 p.m., dinner reimbursement is allowed if the traveler would not be eligible for per diem.

 

(Source:  Amended at 48 Ill. Reg. 2844, effective February 6, 2024)

 

Section 3000.600  Reimbursable and Non-Reimbursable Expenses

 

a)         The cost of business related special expenses, if reasonable, shall be reimbursable.  Examples are:

 

1)         Hire of room, exhibit space, set up, and such for official business.

 

2)         Laundry and dry cleaning if on travel status for at least seven (7) consecutive days.

 

3)         Storage and handling of baggage.

 

4)         Taxis including reasonable tips.

 

5)         Telephone calls on official business including calls of 3 minutes or less to announce safe arrival or delay-change in plans.

 

6)         Telephone calls to secure lodging

 

b)         Examples of non-reimbursable expenses are:

 

1)         Alcoholic Beverages

 

2)         Coat Check

 

3)         Entertainment

 

4)         Late check-out and room guarantee charges

 

5)         Meals for other State employees or Officers

 

6)         Parking tickets or other traffic tickets

 

7)         Tips incurred beyond those specifically provided in this Part

 

8)         Transportation to procure meals except as provided in Section 3000.610.

 

Section 3000.610  Expenses Related to Transportation

 

a)         Reimbursement for the cost of automobile parking fees and tolls shall be allowed.  Parking fees at a terminal or other parking area while the traveler is away from headquarters shall be allowed.

 

b)         When the use of a common carrier is a reasonable alternative, the mileage payment shall not exceed the cost of its use.  A reasonable alternative exists when the cost of travel, taking into account both transportation, time and meal expenses would be less if a common carrier were used.

 

c)         Where the nature and location of work at a temporary duty station are such that suitable meals cannot be procured there, the expenses of daily travel required to procure meals at the nearest available place shall be considered necessary transportation.  A statement of the necessity for such daily travel shall accompany or be noted on the travel voucher.

 

Section 3000.620  Receipts Required

 

Receipts are required for any transportation, lodging, or miscellaneous expense that individually exceeds $10.00.  Lack of receipts is an exception to this Section and shall be addressed in accordance with policies established by the respective Travel Control Boards.  Agency Heads and/or Travel Control Boards may require receipts for lesser amounts.

 

Section 3000.630  Meals for Other Persons

 

Meals purchased for non-State employees while on travel status and in connection with State business are reimbursable in reasonable amounts.  A statement specifying why, for whom, and certifying that the claim does not include alcoholic beverages shall be attached to the travel voucher.  Agencies are responsible for proper monitoring of claims under this Section.

 

Section 3000.700  Exceptions to the Rules

 

The Travel Control Boards shall establish policies and procedures for granting exceptions to this Part.  The Boards shall report quarterly to the Legislative Audit Commission on exceptions granted.

 

Section 3000.710  Board/Agency Rules

 

The Travel Control Boards and agencies may establish travel rules for their respective employees which may be more restrictive than those established by the Council.  Agencies which set such policies shall do so with the advice of the appropriate Travel Control Board.  However, reimbursement rates shall be at the amount required by Section 12-2(f) of the Act.

 

(Source:  Amended at 48 Ill. Reg. 2844, effective February 6, 2024)

 

Section 3000.720  Non-Required Travel

 

When travel is not required as a condition of employment and is a benefit to both the agency and the employee, the Agency Head or designee may provide partial reimbursement.  The reimbursement may not in any case exceed the rates otherwise authorized.

Section 3000.APPENDIX A   Reimbursement Schedule

 

The following rates are effective for the Travel Control Boards.

 

Type of Reimbursement	Rate
Mileage
Auto	See Section 3000.300(f)(2)
Plane	See Section 3000.300(g)(2)
Per Diem/Meals
Per Diems	See Section 3000.500
Meals	See Section 3000.510
Lodging
Inside the United States	See Section 3000.400
Out-of-Country	Actual Reasonable

 

(Source:  Amended at 48 Ill. Reg. 2844, effective February 6, 2024)