Section 2900.10  Authority, Philosophy and Definitions

 

a)         Authority

 

1)         This Part is promulgated under the authority vested in the Higher Education Travel Control Board by Section 12-1(a)(3) of the State Finance Act [30 ILCS 105].  Nothing in this Part shall be construed to conflict with or replace the Travel Regulation Council Rules (80 Ill. Adm. Code 3000) unless it conflicts with federal law.

 

2)         The Board shall have jurisdiction over travel of the Board of Higher Education, the Board of Trustees of the University of Illinois, the Board of Trustees of Southern Illinois University, the Board of Trustees of Chicago State University, the Board of Trustees of Eastern Illinois University, the Board of Trustees of Governors State University, the Board of Trustees of Illinois State University, the Board of Trustees of Northeastern Illinois University, the Board of Trustees of Northern Illinois University, the Board of Trustees of Western Illinois University, the Illinois Community College Board, the Illinois Student Assistance Commission, the State Universities Retirement System, the University Civil Service Merit Board, the Board of Trustees of the Illinois Mathematics and Science Academy, and all employees of the named Agencies and of the institutions governed or maintained by the named Boards.

 

b)         Philosophy

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

 

c)         Definitions

 

"Act" means the State Finance Act [30 ILCS 105].

 

"Agency" means any of the boards, commission or system named in subsection (a)(2).

 

"Agency Head" means 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 Mileage" means the actual round trip mileage between residence and headquarters.

 

"Designated Deputy" means an individual designated by a member of the Board, and approved by the appointing authority, to serve in the member's stead at any or all Board meetings.

 

"GSA" means the:  Federal General Services Administration

 

"Headquarters" means:

 

The official headquarters of an Agency employee is generally the primary post of duty or official station in a specified location, the limits of which are no broader than the corporate limits of the city or town in which the employee is stationed, or may be a defined geographical area.

 

In the case of an employee whose duties require travel almost every working day, the official headquarters may be the employee's place of residence.

 

In those instances in which an employee's official headquarters is a location other than that at which official duties require the spending of the largest part of working time, the Agency shall be responsible for maintaining adequate records to support these exceptions.  In all such instances, the Agencies shall comply with reporting requirements of Section 12-3 of the Act.

 

The official headquarters for members of the Agencies covered by this Part shall be the residences of the members.

 

"Board" means the Higher Education Travel Control Board.  In accordance with Section 12-1(a)(3) of the Act, the Higher Education Travel Control Board consists of 11 members, one appointed by each of the following:  the Board of Trustees of the University of Illinois, the Board of Trustees of Southern Illinois University, the Board of Trustees of Chicago State University, the Board of Trustees of Eastern Illinois University, the Board of Trustees of Illinois State University, the Board of Trustees Northeastern Illinois University, the Board of Trustees of Northern Illinois University, the Board of Trustees of Western Illinois University, the Board of Trustees of Governors State University, the Illinois Community College Board, and the Illinois Board of Higher Education.  Each member shall be an officer, member or employee of the board making the appointment, or of an institution governed or maintained by that board.  Any chairman or member of the Board, with the consent of the respective appointing official, may designate a deputy to serve in his or her place at any or all meetings of the Board.  The designation shall be in writing and directed to the chairman of the Board.

 

"Member" means an individual appointed under subsection (c)(1) or that individual's duly appointed and approved designated deputy.

 

"Public Building" means any building or portion of a building owned or leased by any public body.

 

"Travel Control Board" means those boards created by Section 12-1(a) of the State Finance Act.

 

"Council" or "TRC" means the Travel Regulation Council created by Section 12-2 of the Act that consists of the Chairmen or designee of each of the Travel Control Boards created by Section 12-1 of the Act.

 

"Travel Regulations" means this Part, the Travel Regulation Council rules at 80 Ill. Adm. Code 3000 and 41 CFR 300 through 304.

 

"Travel Through Headquarters" means 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.

 

(Source:  Amended at 48 Ill. Reg. 3427, effective February 23, 2024)

 

Section 2900.15  Regular Meetings

 

a)         Section 12-1(b) of the Act provides that the Board shall meet at least once each quarter.  Meetings shall be at the time and place designated by the Board.  The Board must meet in a public building. A schedule of regular meetings designating the dates, times and places shall be announced and public notice given as required by the Open Meetings Act [5 ILCS 120].  No member of a travel control board may receive additional compensation for service as a member.  Meetings may be conducted by video conference.  If unable to physically attend a meeting, by majority vote of the Board, members may attend via telephone because of personal illness or disability, employment purposes, business for the Board, or a family or other emergency.

 

b)         If a regularly scheduled meeting must be rescheduled, in compliance with Section 2.03 of the Open Meetings Act, a notice of change must be given 10 days prior to the meeting, published in a newspaper of general circulation in the area, and posted at the meeting location.

 

(Source:  Added at 32 Ill. Reg. 4784, effective April 4, 2008)

 

Section 2900.20  Special Meetings

 

Special meetings may be called by the Chairman or by any 2 appointed members of the Board.  Meetings may be conducted by video conference.  Notice of a special meeting must be given 48 hours in advance, as required by Section 2.02 of the Open Meetings Act.  If unable to physically attend a special meeting, by majority vote of the Board, members may attend via telephone because of personal illness or disability, employment purposes, business for the Board, or a family or other emergency.

 

(Source:  Old Section 2900.20 renumbered to Section 2900.55 and new Section 2900.20 added at 32 Ill. Reg. 4784, effective April 4, 2008)

 

Section 2900.25  Quorum

 

Six members of the Board shall constitute a quorum if there are 11 members then serving.  If there are 10 or fewer members serving, 5 members shall constitute a quorum.  In order to conduct a regular or special meeting via teleconference, 6 members must participate.

 

(Source:  Added at 32 Ill. Reg. 4784, effective April 4, 2008)

 

Section 2900.30  Powers and Duties

 

As directed by Section 12-1 of the Act, it is the duty of the Board to:

 

a)         Promulgate and publish official travel regulations governing the Agencies named in Section 2900.10(a)(2).

 

b)         Review requested exceptions to travel regulations and take action on those requests.

 

c)         Submit a report of travel reimbursement exceptions approved by the Board, at least once a quarter, to the Legislative Audit Commission.

 

(Source:  Old Section 2900.30 renumbered to Section 2900.60 and new Section 2900.30 added at 32 Ill. Reg. 4784, effective April 4, 2008)

 

Section 2900.35  Board Officers

 

a)         The officers of the Board shall be elected by majority vote of the Board and shall consist of a Chairman and Vice-Chairman/Secretary, both of whom shall be members of the Board or deputies designated by members.

 

b)         All officers shall be elected for a 2 year term and shall hold office until a successor is selected.

 

c)         Any officer may be removed from office by a vote of 6 members.  The question concerning removal of an officer must be put at a regular or special meeting of the Board preceded by the mailing of notice to each Board member and to the officer 10 days prior to the meeting.  The notice shall set forth the proposed action.

 

(Source:  Added at 32 Ill. Reg. 4784, effective April 4, 2008)

 

Section 2900.40  Election of Officers

 

Officers shall normally be elected at the regular January meeting.  In case of a vacancy of an office for any reason, the Board shall fill, by majority vote, the office for the unexpired term.

 

(Source:  Old Section 2900.40 renumbered to Section 2900.65 and new Section 2900.40 added at 32 Ill. Reg. 4784, effective April 4, 2008)

 

Section 2900.45  Duties of Officers

 

a)         The Chairman shall:

 

1)         Preside at all Board meetings, with full power to vote on and discuss all matters before the Board;

 

2)         Receive Agency requests for exceptions to travel regulations;

 

3)         Submit a written report of travel reimbursement exceptions approved by the Board, at least once each quarter, to the Legislative Audit Commission;

 

4)         Represent the Higher Education Travel Control Board on the State Travel Regulation Council or other appropriate bodies;

 

5)         File rules and amendments to rules on behalf of the Board in compliance with the Administrative Procedure Act;

 

6)         Conduct meetings in accordance with Roberts Rules of Order, newly revised;

 

7)         Carry out other functions assigned by the Board;

 

8)         Prepare meeting notices and agenda, with accompanying supporting data, and distribute to Board members at least 10 days in advance of meeting date; and

 

9)         Notify the appropriate Agency, in writing, of action taken by the Board on a request for exception to travel regulations through issuance of minutes to each member of the Board.

 

b)         The Vice Chairman/Secretary shall:

 

1)         Serve as Chairman in the absence of the Chairman;

 

2)         In the event of death, resignation or removal of the Chairman from office, succeed to the office of Chairman until the Board elects a new Chairman; and

 

3)         Carry out other functions assigned by the Board.

 

(Source:  Added at 32 Ill. Reg. 4784, effective April 4, 2008)

 

Section 2900.50  Amendments to Bylaws

 

The bylaws of the Board may be amended at any regular or special meeting of the Board by a majority vote of the total membership of the Board, provided that notice of the intention to amend the bylaws must be presented in writing at least 10 days prior to the meeting date.  The notice shall provide, so far as possible, the exact wording of the amendment proposed.

 

(Source:  Old Section 2900.50 renumbered to Section 2900.70 and new Section 2900.50 added at 32 Ill. Reg. 4784, effective April 4, 2008)

SUBPART B: TRAVEL REGULATIONS

 

Section 2900.55  Authority to Travel

 

Each Agency shall develop a system for the control of travel sufficient to prevent obligation of funds exceeding budget limitations and to hold travel to the minimum required for the efficient and economical conduct of the Agency's business.

 

(Source:  Renumbered from Section 2900.20 and amended at 32 Ill. Reg. 4784, effective April 4, 2008)

 

Section 2900.60  Allowable Transportation Expenses

 

a)         Allowable Expenses

 

1)         Transportation may include fares and expenses incidental to transportation, such as baggage transfer, official telephone messages in connection with items classed as transportation and reasonable tips.

 

2)         Reimbursement for taxicab fares incurred in the efficient and economical pursuit of the Agency's business will be allowed.  All taxicab fares in excess of $10 shall be accompanied by a receipt indicating the amount paid. 

 

3)         When the nature and location of the 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 this daily travel shall accompany the travel voucher.

 

4)         Transportation between place of lodging and place of business at a temporary duty station shall be allowed as a transportation expense.

 

5)         Reimbursement of expenses between the residence and the official headquarters of any individual subject to this Part shall not be allowed.

 

b)         Routing of Travel

All travel shall be by the most direct route.  Travel by other routes may be allowed when the necessity of that route is satisfactorily established by the Agency.  The responsibility of insuring use of the most direct routes of travel possible, and for allowing use of other routes under certain circumstances, belongs with each individual Agency.  Expenses due to deviations for convenience shall be borne by the employee.  Distances between destinations shall be determined using the Illinois Highway Map published by the Illinois Department of Transportation and odometer readings when mileage is not available on the Highway Map.  Mileage in and around a city of destination may be claimed.

 

c)         Mode of Travel

 

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

 

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

 

d)         Accommodations on Transportation Conveyances

 

1)         Airplane Accommodations

 

A)        Travel on airplane shall ordinarily be coach class.

 

B)        Reimbursement for first-class or business-class accommodations on commercial air carriers shall be explained on the travel voucher and shall be permitted when any one of the following conditions exists:

 

i)          Regularly scheduled flights between authorized origin and destination points provide only first-class or business-class accommodations.

 

ii)         Space is not available in less-than-first-class or business- class accommodations in time to carry out the purpose of the travel. Confirmation from the flight selected showing no available alternatives at the time of booking and shall be supplied to each university's Department of University Payables, or similar department with the responsibility to process and remit payment for travel expenses, and must be retained in that unit's records.  An example confirmation may include a copy of the seating chart showing available seats or documentation from the carrier noting availability.

 

iii)        An Agency authorizes or approves the use of first-class or business-class accommodations as necessary for the conduct of the mission or for reasons of the traveler's health.

 

iv)        An Agency Head or Dean authorizes the use of business-class accommodations when the flight meets the criteria established under 41 CFR 301-10.125.

 

C)        Seat Selection.  An agency Department Head or Dean may authorize expenditures for seat selection as necessary for the conduct of the mission or for reasons of the traveler's health.

 

D)        Documentation of all authorized accommodations must accompany the travel voucher, and supporting documentation must be retained in the University Payables' records.

 

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

 

3)         Chartered aircraft, boats, trains, buses or such other 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 such transportation must accompany the voucher.

 

4)         The rental of an auto 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.  Optional insurance on rented vehicles is not reimbursable.  Fuel service options may be reimbursed on a pro-rated basis. 

 

e)         Use of Privately Owned Vehicles

 

1)         Privately owned vehicles may be used when authorized by appropriate Agency personnel.  Employees using private vehicles while 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 authorization to use a privately owned vehicle 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 these certifications to be noted on the travel voucher.

 

2)         When an individual rendering service to the Agency uses privately owned vehicles in the conduct of official business outside official headquarters and that use is authorized or approved by the Agency's authorized representative as being advantageous to the Agency, payment shall be made on a mileage basis and shall be in accordance with the maximum rates established by the federal government for travel expenses, subsistence expenses, and mileage allowances under 5 U.S.C. Subchapter I and 41 CFR 300 through 304. (Section 12-2(f) of the Act) The current rates can be found at https://www.gsa.gov/travel.  In the event the rate set under federal regulations increases or decreases 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.

 

3)         Reimbursement for the cost of vehicle parking fees and bridge, road and tunnel tolls shall be allowed.  All fees or tolls in excess of $10 shall be accompanied by a receipt indicating the amount paid.

 

4)         When the use of public transportation 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 per diem expenses, would be less if public transportation were used.

 

5)         Mileage will be payable to only one of 2 or more individuals traveling in the same vehicle.  The names of the individuals and their respective employing Agencies shall be stated on the travel voucher.

 

6)         Use by an employee of privately owned aircraft on State business is governed by 80 Ill. Adm. Code 3000.300(g).

 

f)         Travel Through Headquarters

 

1)         Examples of reimbursable mileage expenses are as follows: 

 

A)        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 through headquarters.

 

B)        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.

 

C)        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.

 

D)        Residence − Evanston/Headquarters − 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.

 

E)        Residence − Chicago/Headquarters − 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.

 

2)         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.

 

(Source:  Amended at 48 Ill. Reg. 3427, effective February 23, 2024)

 

Section 2900.65  Special Expenses

 

a)         The cost of miscellaneous business related expenses incurred shall be allowed if reasonable.  Examples of reimbursable expenses include:

 

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

 

2)         Laundry and dry cleaning if on travel status for at least 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 or change in plans.

 

6)         Telephone calls to secure lodging.

 

7)         Hotel internet charges when used for official business and Agency head approval is obtained. 

 

b)         Examples of non-reimbursable expenses include:

 

1)        Alcoholic beverages.

 

2)         Coat check.

 

3)         Entertainment.

 

4)         Late checkout and room guarantee charges (unless special circumstances exist and Agency head approval is obtained).

 

5)         Meals for other State employees or officers.

 

6)         Parking tickets or other traffic tickets and charges associated with locksmith service.

 

7)         Tips incurred beyond those specifically provided in this Part.

 

8)         Transportation to procure meals, except as provided in Section 2900.60(a)(3).

 

(Source:  Renumbered from Section 2900.40 and amended at 32 Ill. Reg. 4784, effective April 4, 2008)

 

Section 2900.70  Lodging

 

a)         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 disability, may require special lodging consideration may be reimbursed for the actual cost of the least costly lodging that is substantially accessible.  The traveler shall require confirmation that "State rates" offered by hotels/motels are within the maximum allowed.  If an exception is not granted by the Board, the employee shall absorb the excess cost.  Employees shall be prepared to provide identification and proof of State employment to obtain State lodging rates.

 

b)         Lodging allowances are specified at the maximum rates established by the federal government for travel expenses, subsistence expenses, and mileage allowances under 5 U.S.C. Subchapter I and 41 CFR 300 through 304. (Section 12-2(f) of the Act) The current rates can be found at https://www.gsa.gov/travel.  State of Illinois travel regulations allow for payments in excess of applicable rates when approved by the Board.  In all cases of requests for approval for payment of hotel rates that exceed the maximum rate permitted, a diligent effort must be made to obtain lodging in a hotel honoring the applicable rate.  A reasonable number of hotels must be contacted.  This is not required in the case of an individual who attends a conference and stays at or near the hotel where the conference is held, as provided in Section 2900.100(a).  A report of all lodging exceptions granted by an Agency shall be submitted for approval at the quarterly meeting of the Board.

 

(Source:  Amended at 48 Ill. Reg. 3427, effective February 23, 2024)

 

Section 2900.75  Employee Owned or Controlled Housing

 

a)         State employees on travel status may stay in employee owned or controlled (rented, leased, etc.) property, including motor homes, and shall be reimbursed, upon request for the cost of lodging not to exceed 75% of the applicable lodging rate per day.  Lodging reimbursement shall not exceed the mortgage, installment or rental payment made by the employee.  The monthly mortgage, installment or rental payment may not exceed $960 in the city of Chicago, $700 in suburban Cook County or Lake, McHenry, Kane, Will or DuPage County, and $550 in the 96 downstate counties.  The total reimbursement for the fiscal year shall not exceed the mortgage, installment or rental total of that fiscal year.  Exceptions to the monthly mortgage, installment or rental payment allowed may be granted by the Board upon written request from the Agency head.  Once that amount is reached, further lodging reimbursement shall not be given for travel to the city or work site containing the employee owned or controlled housing.  Each Agency shall monitor expenses to ensure compliance with travel regulations and shall report to the Board when the maximum reimbursement is reached.  Agencies shall report quarterly to the Board fiscal year to date expenses of employees receiving reimbursement under this provision.  Prior to receiving reimbursement, a statement giving the address of the property, mortgage, installment or rental payment and distance from the work site must be filed with the Board.  This option is available only if it is proven to be the least costly alternative.

 

(Source:  Added at 32 Ill. Reg. 4784, effective April 4, 2008)

 

Section 2900.80  Meal Allowances

 

Meal allowances are specified as allowable by 41 CFR 300 through 304.  The current rates can be found at https://www.gsa.gov/travel.  Receipts are not required to support the claim.

 

(Source:  Amended at 48 Ill. Reg. 3427, effective February 23, 2024)

 

Section 2900.85  Per Diem

 

Per diem allowances are set at the rate allowable by 41 CFR 300 through 304.  The current rates can be found at https://www.gsa.gov/travel.

 

(Source:  Amended at 48 Ill. Reg. 3427, effective February 23, 2024)

 

Section 2900.90  Receipts Required

 

Receipts are required for any transportation, lodging or miscellaneous expense that individually exceeds $10.  If the receipts are not available, a signed affidavit by the traveler certifying the amount may be acceptable. Agencies are responsible for proper monitoring of claims under this Section.

 

(Source:  Added at 32 Ill. Reg. 4784, effective April 4, 2008)

 

Section 2900.95  Meals for Other Persons

 

Meals purchased for non-State employees while on travel status and in conjunction with State business are reimbursable in reasonable amounts.  An affidavit 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. 

 

(Source:  Added at 32 Ill. Reg. 4784, effective April 4, 2008)

 

Section 2900.100  Approved Conferences/Official Meetings

 

a)         When an employee attends a recognized conference in the conduct of official Agency business and obtains overnight accommodations at the hotel or motel where the conference is being held, or at a hotel or motel where conference officials arrange for accommodations, the individual may be reimbursed for room cost in an amount greater than the maximum room allowance provided by 41 CFR 300 through 304 if the room rate is the lowest available at that hotel or motel.  Lodging allowances can be found at https://www.gsa.gov/travel.  A copy of the conference agenda depicting the hotels must be attached to the travel voucher.

 

b)         If the conference fee includes a meal, the meal or per diem allowance shall be reduced by the actual value of the meal or the amount of the applicable meal allowance shown in the reimbursement schedule, whichever is less.

 

c)         An employee may be reimbursed from the Travel line 1290 for conference registration fees of $50 or less on Form C-10 (Travel Voucher).  Conference registration fees billed directly to the State are to be paid from Contractual Services (line 1200).  When conference fees include lodging and/or meals and no detailed breakdown is given, the entire amount is to be charged to Contractual Services.

 

(Source:  Amended at 48 Ill. Reg. 3427, effective February 23, 2024)

 

Section 2900.105  Exceptions to the Regulations

 

a)         Exceptions

The Board will review requests submitted by Agencies for travel reimbursement involving exceptions for travel and may approve exceptions to travel regulations when they are deemed to be in the best interest of the Agency.  Requests for exceptions shall be submitted in writing and apply only to one instance or event.  Approval is based upon a review of the circumstances in relation to economic factors and feasibility.  The Board may consider exceptions either before or after payment has been made by the Agency.

 

b)         Refund of Disbursements

Amounts disbursed for travel reimbursement claims that are disapproved by the Board shall be refunded to and deposited in the fund from which payment was made.

 

c)         Agency Policies

The rates for reimbursements set forth in this Part represent the maximums permitted.  The Agency may establish policies allowing for lesser reimbursement in cases where the Agency and traveler agree a lower rate is reasonable and in the best interest of the Agency and the State of Illinois.

 

d)         Report to Legislative Audit Commission

A report of travel reimbursement claims involving exceptions to travel regulations reviewed by the Board shall be submitted to the Legislative Audit Commission at least once each quarter.

 

(Source:  Amended at 48 Ill. Reg. 3427, effective February 23, 2024)

 

Section 2900.110  Travel Vouchers

 

a)         Preparation of Travel Vouchers

 

1)         All claims for the reimbursement of travel expenses shall be prepared in accordance with this Part.

 

2)         The purpose of the travel shall be indicated on the travel voucher.

 

3)         The travel voucher shall show in the space provided the dates of travel, points of departure and destination, mode of transportation, and cost of the transportation secured.  When a privately owned vehicle is used, the travel voucher shall also show the rate of reimbursement, mileage and amount of reimbursement.

 

4)         If the distance traveled between any given points is greater than the usual route between these points shown on a map or internet program, the reason for the greater distance shall be stated.  (See Section 2900.30 (b).)

 

5)         Travel vouchers shall be supported by receipts in all instances for railroad and airplane transportation, for lodging, and all other items in excess of $10.

 

6)         The travel expense voucher shall be signed by the individual who has incurred the expense.

 

7)         Each travel voucher must contain a certification as required by Section 12 of the State Finance Act [30 ILCS 105/12].

 

8)         Individuals submitting travel vouchers are personally responsible for their accuracy and propriety.  Any misrepresentation may be cause for disciplinary or legal action.  It is the individual agencies' responsibility to detect misrepresentation and impose consequent disciplinary action.

 

b)         Approval and Submission of Travel Vouchers

 

1)         All copies of each travel voucher shall be first approved in accordance with Agency policy to certify that the travel shown was required by official duties.

 

2)         All copies of the travel voucher shall then be approved in writing by the Agency's authorized representative.  After such processing, appropriate copies of the voucher shall be forwarded to the Comptroller, or appropriate Agency department, for payment.

 

3)         Travel vouchers that are not prepared in accordance with this Part or not properly supported by receipts or affidavits when required shall be returned to the originator for correction.

 

c)         Items Billed Directly

No requests for reimbursement shall be made for items of expenditure in connection with travel that are billed directly to the Agency.  However, those charges shall be itemized on the individual's travel voucher.  Such expenses shall not be in excess of the maximum allowed.  Meal and incidental expenses billed directly to the Agency that are in excess of the amount allowed shall be deducted from the per diem allowance.

 

(Source:  Renumbered from Section 2900.60 and amended at 32 Ill. Reg. 4784, effective April 4, 2008)

 

Section 2900.115  Reimbursement Rates

 

All business travel shall be reimbursed according to the maximum rates established by the federal government for travel expenses, subsistence expenses, and mileage allowances under 5 U.S.C. Subchapter I and 41 CFR 300 through 304. (Section 12-2(f) of the Act) The current rates can be found at https://www.gsa.gov/travel.

 

(Source:  Amended at 48 Ill. Reg. 3427, effective February 23, 2024)