Section 2800.100  Definitions

 

The following definitions shall apply to this Part:  

 

            "Board":  The Governor's Travel Control Board

 

            "Council":  The Travel Regulation Council

 

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

 

            "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 the Travel Regulation Council Rules (80 Ill. Adm. Code 3000).

 

(Source:  Amended at 19 Ill. Reg. 36, effective January 1, 1995)

 

Section 2800.110  Application and Interpretation

 

a)         Nothing in this Part shall be construed to conflict with or replace the Travel Regulation Council rules (80 Ill. Adm. Code 3000).

 

b)         This Part shall apply to all full and part time employees and all public members of authorities, boards and commissions, whether salaried or unsalaried, not subject to the jurisdiction of another travel control board.

 

c)         This Part shall not apply to:  

 

1)         the Governor;

 

2)         Independent contractors unless made applicable under the terms of a contract between the independent contractor and a State agency.

 

Section 2800.120  Remote Attendance

 

If a quorum of the members of the Council are physically present, as provided for in Section 2.01 of the Open Meetings 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;

 

4)         unexpected childcare obligations. [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. 13372, effective August 26, 2024)

 

Section 2800.200  Travel Control System

 

Each agency shall develop a system to ensure internal compliance with this Part, provide for prior authorization and control of travel sufficient to prevent obligation of funds exceeding appropriation and allotment limitations and to hold travel to the minimum required for the efficient and economical conduct of the State's business.  Agency documentation must be sufficiently detailed to support any decision or request made under this Part.

 

Section 2800.210  Travel Coordinator

 

Each Agency Head shall designate one or more Travel Coordinator(s) who shall  operate the Travel Control System for the agency and shall have those duties assigned by the Agency Head.  The name(s) of the Travel Coordinator(s) shall be reported to the Department of Central Management Services.

 

Section 2800.220  Travel Authority

 

All travel subject to this Part shall be authorized and approved by the Agency Head or an authorized representative in accordance with the Travel control System prior to any travel.

 

Section 2800.230  Government Charge Cards (Repealed)

 

(Source:  Repealed at 38 Ill. Reg. 11767, effective May 23, 2014)

 

Section 2800.235  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. Expenses associated with State business in excess of commuting expenses are reimbursable at headquarters and/or residence.  An employee whose travel during a given day does not include travel through headquarters shall be reimbursed for all mileage traveled that day in excess of the employee's ordinary commuting 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)         Examples of reimbursable mileage expenses include:

 

1)         Residence/Lincoln – Headquarters/Springfield.  Employee drives from residence in Lincoln to Chicago and returns to residence.  Reimbursement is for all mileage in excess of commuting mileage.

 

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.

 

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.

 

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.

 

(Source:  Amended at 38 Ill. Reg. 11767, effective May 23, 2014)

 

Section 2800.240  Preparation and Submission of Travel Vouchers

 

All claims for the reimbursement of travel expenses shall be submitted on authorized reimbursement forms (Form C-10) and shall be itemized in accordance with this Part.

 

a)         The purpose of the travel shall be indicated on the travel vouchers.

 

b)         When applicable, the travel voucher shall show, in the space provided, the dates and times of travel, the points of departure and destination, the mode of transportation, the cost of the transportation secured, lodging, meals, per diem and other expenses.

 

c)         If meals or per diem are not claimed, times of arrival and departure are not required.

 

d)         When a privately owned vehicle is used, the travel voucher shall show, at minimum, commuting mileage (if applicable), the dates, points of travel and mileage.  If the distance traveled between any given points is greater than the usual route between these points shown on a road map, the reason for the greater distance shall be explained and detailed separately.

 

e)         Travel vouchers shall be supported by receipts in all instances for railroad and airplane transportation, lodging, taxis, and all other items in excess, individually, of $10.00 except for meals.

 

f)         The travel expense voucher shall be prepared in ink, typewritten or in electronic form. The voucher shall be signed by the individual who has incurred the expense and his/her supervisor. Signatures include those made in ink as well as any symbol executed or adopted.  In addition, signatures are any security procedure employed or adopted, using electronic means or otherwise, by or on behalf of a person with intent to authenticate a record.

 

(Source:  Amended at 43 Ill. Reg. 11938, effective October 1, 2019)

 

Section 2800.250  Approval and Submission of Travel Vouchers

 

a)         Each voucher shall be first approved by the individual's immediate supervisor, who shall certify that the travel shown was required by official duties.

 

b)         The voucher shall then be approved by the Agency Head or a designated representative, who shall sign the original of the voucher.  The original and one copy of the travel voucher, together with the required receipts and attachments, shall be forwarded to the Comptroller for issuance of the warrant for payment.

 

Section 2800.260  Items Directly Billed

 

a)         Agency Heads shall keep billing of travel expenses directly to the State to the least extent possible.

 

b)         Employees may not be reimbursed for items billed directly to the State.  Such direct billed items shall be indicated on the travel voucher along with all reimbursable items.  All columns of travel vouchers are to be totaled and cross-footed.   The direct-billed total will then be deducted from the cross-footed total with the balance being the amount to be reimbursed to the employee.  In all such cases supporting documentation shall also be attached if available.  For transportation expenses billed directly, a copy of the State of Illinois Transportation Request form shall be attached to the invoice voucher (Form C-13).  For lodging expenses billed directly, room, tax, hotel parking and business phone calls only shall be accepted.  However, charges for business phone calls must be noted as such on the invoice voucher (Form C-13).  Charges for phone service in a room which are automatically added to the bill by the hotel may also be direct billed.  Any charges in excess of the allowable lodging rate specified in the Reimbursement Schedule (found in the rules of the Travel Regulation Council) or for restaurants, room services, personal telephone calls and other expenses shall be paid by the traveler upon check-out. Such expenses shall not be deducted from the traveler's reimbursement in exchange for direct billing.  Meal and incidental expenses shall not be billed directly to the State.  Such expenses shall not be in excess of the maximums allowed.

 

(Source:  Amended at 38 Ill. Reg. 11767, effective May 23, 2014)

 

Section 2800.270  Conference Registration Fees

 

An employee may be reimbursed from the travel line 1290 for conference registration fees of $50.00 or less on Form C-10 (Travel Voucher). Conference registration fees billed directly to the State are to be paid from Contractual Services.  When conference fees include lodging and/or meals and no detailed breakdown is given, the entire amount is to be charged to Contractual Services.

 

Section 2800.300  Incidental Expenses for Private and State Owned Automobiles

 

a)         Reimbursement for the cost of automobile parking fees and bridge, road and tunnel tolls shall be allowed.  The fee for parking an automobile at a common carrier terminal, or other parking area, while the traveler is away from headquarters shall be allowed only to the extent that the fee, plus the allowable mileage reimbursement to and from the terminal or other parking area, does not exceed the estimated cost for use of a limousine or taxicab to and from the terminal.

 

b)         When the use of public transportation or 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 per diem expenses would be less if public transportation or common carrier were used.

 

c)         Where 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 such daily travel shall accompany the travel voucher.  Necessity may be shown by lack of refrigeration or cooking facilities, or lack of restaurants at the site, or need to accommodate special dietary restrictions.

 

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

 

Section 2800.400  Conference Lodging

 

Any employee attending a conference or seminar in the course of State business which is sponsored by an organization other than the State of Illinois may stay in the lowest priced room available at or near the hotel or motel in which the conference or seminar is located or in accommodations arranged by conference/seminar organizations, and shall be reimbursed for actual lodging expenses in excess of those allowed by the Reimbursement Schedule.  The traveler must assert in writing that accommodations were the lowest priced available at or near the conference/seminar site or that the accommodations were arranged by the conference/seminar organizers.  This provision does not apply to conference/seminars of or for State officers or employees sponsored by one or more State agencies.

 

Section 2800.410  Employee Owned or Controlled Housing

 

State employees on travel status may stay in employee owned or controlled (rented, leased, etc.) property, including recreational vehicles, and shall be reimbursed, upon request, for the cost of lodging not to exceed 90% of the applicable lodging rate per day.  The lodging reimbursement for the employee's mortgage, installment or rental payment shall not exceed the daily rate (employee's payment/number of days in the term payment) multiplied by the number of days the employee is on travel status.  For purposes of this Section, any platform fees, taxes and cleaning fees associated with a short-term rental shall be included in the total cost of the reimbursement.  Security deposits associated with leases and rentals are the responsibility of the State employee and are not reimbursable.  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 not available if other costs such as mileage would make this a more expensive alternative.

 

(Source:  Amended at 48 Ill. Reg. 5259, effective March 19, 2024)

 

Section 2800.500  Conference Meals

 

a)         If a 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.

 

b)         When an employee must purchase a meal at a conference as an expense separate from the conference fee and the amount is in excess of the meal allowance shown in the Reimbursement Schedule, the employee may request an exception to this Part, seeking reimbursement for the actual cost in accordance with the applicable Section in Subpart G.  However, if the exception is granted, the employee's meal or per diem allowance shall be reduced by the applicable meal allowance shown in the Reimbursement Schedule.

 

Section 2800.510  Meal Allowances

 

An employee must be on travel status as defined in 80 Ill. Adm. Code 3000.140, work at least 10 consecutive hours and work at least two hours prior to or past their regular workday to be eligible for a meal allowance.  This rule shall be applied as follows:

 

a)         For an employee to be eligible for a breakfast reimbursement, the employee must be on travel status, work 10 consecutive hours and leave headquarters or residence (if reporting directly to the destination) two hours prior to the start of the employee’s regular workday.

 

b)         For an employee to be eligible for a dinner reimbursement, the employee must be on travel status, work 10 consecutive hours and arrive back at headquarters or residence (if reporting directly from destination) at least two hours following the end of the employee’s regular workday.

 

c)         For employees commencing travel after the close of business, dinner is allowable if travel commences within 1.5 hours after the end of the employee’s regular workday, but only in the event that the employee is not eligible for per diem (see 80 Ill. Adm. Code 3000.500).

 

(Source:  Added at 46 Ill. Reg. 20205, effective December 6, 2022)

 

Section 2800.600  Lack of Receipts

 

If receipts required pursuant to subsection 2800.240(e) are not available, a typed statement signed by the traveler certifying the amounts paid will be accepted.

 

(Source:  Amended at 19 Ill. Reg. 36, effective January 1, 1995)

 

Section 2800.610  Out-of-Country Travel Expenses

 

When an employee is on travel status and is travelling out of the country, all expenses related to lodging, transportation and meals shall be reimbursable by the State so long as such expenses are reasonable, as determined by the approving Agency head or their designee.

 

(Source:  Added at 46 Ill. Reg. 20205, effective December 6, 2022)

 

Section 2800.620  Reimbursement Rates

 

All business travel shall be reimbursed according to the rates as set forth in Section 3000.Appendix A of the Travel Regulation Council rules. (80 Ill. Adm. Code 3000.Appendix A)

 

(Source:  Added at 47 Ill. Reg. 12038, effective July 28, 2023)

 

Section 2800.650  Headquarter Designation for Agency Heads

 

All Agency Heads shall be headquartered at the location where official duties require the largest part of their working time. Exceptions to this rule may be granted by the Board upon written request from the Agency Head.  Factors the Board will consider in deciding if an exception should be granted include cost, frequency of travel and the ability to determine a single location at which the largest part of working time is spent.

 

(Source:  Added at 16 Ill. Reg. 4831, effective March 12, 1992)

 

Section 2800.700  Special Exceptions − Requested In Advance

 

a)         Exceptions to the operation of specific provisions of this Part may be granted in advance by the Chairman of the Governor's Travel Control Board when necessary to meet special or unavoidable circumstances and when in the best interest of the State.  Exceptions are to be requested in writing by the Agency Head and submitted sufficiently in advance to allow meaningful consideration.  These exceptions are granted to specific individuals or specified groups of individuals in a single agency.

 

b)         Travel outside of Illinios (including travel outside the contiguous United States) requires the approval of the Governor's Office of Management Budget prior to the travel.  All requests shall be submitted to the Governor's Office of Management and Budget's on-line travel system (eTravel) at least 30 days in advance of the departure date.  Requests shall be approved, partially approved or denied based on the needs of the agency.  The agency submitting the request must describe the purpose of the travel and why it is critical and provide a detailed breakdown of travel-related costs.

 

(Source:  Amended at 38 Ill. Reg. 11767, effective May 23, 2014)

 

Section 2800.710  Ex Post Facto Exceptions

 

a)         Exceptions to the operation of specific provisions of this Part may be granted after the fact by the Chairman of the Governor's Travel Control Board when necessary to meet special or unavoidable circumstances and when in the best interests of the State.  Exceptions are to be requested in writing by the Agency Head.  The affected employee may request an exception if the Agency Head will not do so.  The request must state in detail the nature of the request, the reasons for non-compliance, and why the request should be granted.

 

b)         In all cases of requests for approval for payment of hotel rates which exceed the maximum rates permitted, a diligent effort must have been made to obtain lodging in a hotel honoring the State rate.  A reasonable number of hotels must be contacted.  Contacting three or four additional hotels in an urban area will be considered reasonable.  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 for in Section 2800.440.

 

(Source:  Amended at 20 Ill. Reg. 7379, effective May 13, 1996)

Section 2800.APPENDIX A   Reimbursement Schedule (Repealed)

 

(Source:  Repealed at 47 Ill. Reg. 12038, effective July 28, 2023)