Staff Travel Policy Number and Last Update (01.05.08/01-2011)

Policy

The program reimburses employees for reasonable authorized expenses incurred by them in the performance of their duties.

Procedures

Local

Travel must be authorized by the center director. The specific purpose of travel, applicable points of departure, destinations, dates and times, and accurate odometer readings must be recorded on the travel voucher.

Meal allowances are paid when a traveler is not eligible for per diem, i.e., when the travel does not include overnight lodging.

  • Breakfast is reimbursable when a traveler leaves home before 6:00 a.m. Dinner is reimbursable when a traveler arrives back home after 7:00 p.m. Lunch is never reimbursed, except when paid as part of a conference registration, and then $5.50 is the maximum allowance.
  • Meal allowance maximums follow the current IL Central Management Services Control Board's Rate Schedule, and are: breakfast, $5.50; dinner, $17.00. Meal allowances are deducted, or not reimbursed, when meals are provided to travelers at conferences or meetings by the sponsoring group.

Reimbursement for mileage is the current CMS rate.

Reimbursement for a rented vehicle is allowable for in-state, out-of area travel.

Out-of-Area

Per diem is paid for travel which includes overnight lodging.

  • It is given in lieu of meal allowance. Meal allowance and per diem may not be mixed on the same trip or day.
  • Receipts need not be submitted to support this allowance.
  • Per diem is based on the quarter system. Each quarter shall be 6 hours commencing at midnight, 6:00a.m, noon, and 6:00 p.m. The rate of reimbursement is: $28 per day ($7 per quarter) for intrastate travel; $32 per day ($8 per quarter) for out-of-state travel. Meal allowances are deducted, or not reimbursed, when meals are provided to travelers at conferences or meetings by the sponsoring group.

All travel shall be by the most economical mode of transportation available considering travel time, costs, and work requirements.

  • Arrangements on airplanes, trains, or buses shall be the least costly reasonably available alternative.
  • Privately owned vehicles may be used when authorized by the director, when the cost of reimbursed mileage does not exceed that of other transportation. Mileage is reimbursed at the current CMS rate. When the use of a common carrier is a reasonable alternative, the mileage payment shall not exceed the cost of its use.
  • 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.

It is the responsibility of the employee to secure the lowest available lodging rate at the time of making reservations. Hotel maximums allowed for reimbursement are at the current CMS rate. Exceptions for conferences may be made with the approval of the grantee director. Hotel expenses must be supported by receipts, and may not include incidental expenses.

Other reasonable business-related expenses shall be allowed, for example:

  • Taxis, including reasonable tips (over $10 must be receipted);
  • Telephone calls of 3 minutes or less, to announce safe arrival or change in plans; and
  • Parking and tolls.

In order to be reimbursed, each employee must submit a voucher, with required receipts, and including purpose of travel. The director must approve the voucher, and the director's voucher must be approved by the board. If a travel advance has been paid, the traveler will reimburse the program any overpayment, or will be recompensed an underpayment. A reimbursement due the program may be deducted from the employee's paycheck.