Fiscal Administrative Reviews Budgeting Travel R-10/22
Grant related travel may be charged to an IDHS grant in accordance to 2 CFR 200.475(a) General and 30 ILCS 708/130 Grant Accountability and Transparency Act (ilga.gov).
If your organization does not have a travel policy, then travel is subject to the Travel Control Board's policy as per GATA Travel Costs. For more information see the Governor's Travel Control Board or the Higher Education Travel Control Board. 48 CFR 31.205-46(a)(2)(i)).
If your organization has a travel policy that sets reimbursement rates, the amount claimed cannot exceed the lower of either grantee's written policy or the Travel Control Board . . . and, under no circumstances, can any reimbursement exceed the federal rates.
Uniform Grant Agreement (UGA) Budget Mileage Reimbursement Rate
The UGA and budget are contractually binding documents. If the grantee defines a reimbursement rate in their budget that is lower than State, Federal, or internal written policy rates, the budget rate is contractually binding and no reimbursement can exceed the applicable default rate.
- Note: If you use the GSA's rate for UGA budgeting, and that rate is not subject to any constraint such as a lower written policy rate, then mid-year increases or decreases in the GSA rate won't trigger a budget revision unless budgeted or actual travel costs exceed the line-item transfer threshold (10% or $1,000, whichever is greater).
Budgeting Travel
Travel costs must be indicated in the budget including who is traveling, the cost, basis for reimbursement, quantity of the trips, and sufficient justification to explain why the grant requires travel.
For employee training, travel and meals for employees should be listed separately in the budget. Show the number of employees and unit cost involved. Identify the location of travel, if known. If unknown, state "location to be determined." Indicate the source of the travel policies used to complete the cost category or the State of Illinois Travel regulations. The travel category is for staff travel only. Remember that documentation will be required when you submit the actual travel costs for reimbursement from IDHS.
Travel for consultants should be in the budget's consultant category along with the consultant's fee. Travel for training participants, advisory committees, review panels, etc., should be itemized the same way as indicted above and placed in the "Miscellaneous" category. Transportation for clients or program participants should be placed in the "Miscellaneous" category. Be sure to provide a clear explanation on the budget narrative related to these Miscellaneous expenses.
Multiple entries may be made in the travel category of the budget. Travel costs that correspond to the personnel funded by non-State funds may be added in the "Non-State Item" section of the budget.
Provide supporting information to justify charging the travel in the "Travel Narrative" text box. The travel narrative should include origin and destination, type of transportation, estimated breakdown of specific costs (if not clear from the line items), e.g., mileage; number of travelers, related lodging and per diem cost, a brief description of the travel involved, its purpose, and an explanation of how the proposed travel is necessary for successful completion of the project.
