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)