8.2.1 Request Reimbursement for Domestic or International Employee Travel and Per Diem

Policy Statement

Travel expenditures by employees, including student employees, must serve the University of Illinois System's best interest, have a legitimate system business purpose, and be related to the employee's job duties as determined by the unit head or designee. The system may deny reimbursement or request repayment or payroll deduction if the travel does not comply with these requirements:

• The unit head or delegate must verify the unit has travel funds available and must approve all travel and business meals.
• All travel must be by the most direct route, using the most economical mode of transportation available considering travel time, costs, and work requirements. If travelers interrupt business travel or deviate from the direct route for personal convenience or personal leave, they will be reimbursed only for uninterrupted travel by the most direct route.
• The unit head or delegate must approve employee use of private passenger vehicles—if it is the most economical and convenient transportation available. However, travelers who use private passenger vehicles will not be reimbursed for more than the cost of commercial coach round-trip airfare plus transportation to and from the airport.
• Domestic travel per diem is governed by GSA policy. Travelers do not need to deduct for a complimentary meal provided by a hotel/motel, travel day must be selected for starting and ending day of travel allowing 75% of the per diem rate, and a $5 allowance for incidentals is included in the amount.
  • For more information see Travel Reimbursement and Per Diem
• International travel per diem is governed by the US Department of State. Travelers do not need to select travel days, all meals must be deducted if provided, and incidentals are a percentage of the rate.
• Expenses must be substantiated by receipts and received by University Payables (UPAY) within 60 days from the return date of travel, or the entire reimbursement amount may be reported to the employee as processed as taxable income. This 60-day limit is in accordance with IRS guidelines regulations.
• Lodging charges for official conferences/meetings higher than normally allowed under the lodging allowance are reimbursable if the unit head approves.

UPAY reports all lodging expenses that exceed the maximum to the Higher Education Travel Control Board (HETCB), except for conferences/official meetings. If HETCB does not allow the exception, the traveler must refund the disallowed amount to the system account charged for lodging.

Reason for the Policy

To ensure that travel expenditures by employees serve the system's best interest, have a legitimate system business purpose, and be related to the employee's job duties.

Applicability of the Policy

Employee travel expenditures.

Procedure

To request reimbursement for domestic or international employee travel and per diem:

Be prepared to provide the following:

• Itemized receipts for non-per diem expenses of $10 or more
• Translated receipts for international travel
• For business meals, business purpose of the meeting and business affiliations of the participants

For assistance creating an expense report job aids can be found on the Emburse Enterprise Help Center.

Travel within Headquarters

Employees may incur travel-related expenses within their headquarters while performing their duties, even though they are not in travel status. Common examples include mileage and parking for attending a meeting across campus or to deliver documents. Employees may accumulate these expenses and request reimbursement on a monthly basis by following the steps above.

Employees with Approved Accommodations

Travel using a premium type of transportation may be allowed as part of an approved accommodation. Obtain written authorization from the appropriate university or system equal employment opportunity (EEO) office or System Human Resource Services for system office employees documenting an approved accommodation prior to purchasing premium transportation. The written authorization must be submitted with the related expense report. Written authorization should specify the duration of the accommodation.

University of Illinois at Chicago

Office for Access and Equity
Phone: (312) 996-8670
Email: oae@uic.edu
UIC Employee Request for Reasonable Accommodation Based on Medical Condition

University of Illinois at Springfield

Human Resources Office
Phone: (217) 206-6652
Email: uishr@uis.edu

University of Illinois at Urbana-Champaign

Office for Access and Equity
Phone: (217) 333-0885
Email: accessandequity@illinois.edu
Online Employee Accommodation Request

University of Illinois System (System Office Employees)

System Human Resource Services
Phone: (217) 333-2600
Email: lacyjk@uillinois.edu
Reasonable Accommodation Medical Condition Form

Travel by Employees on Sabbatical Leave

Expenses related to sabbatical research travel are reimbursable under the IRS accountable plan rules if the research is required by the system and must be performed at the location where the expenses are incurred. The anticipated expenses must be included on the approved application form for requesting sabbatical leave. The approved application form must also be submitted with the final expense report.

Travel by Private Plane

The maximum reimbursement for private plane transportation is limited to lowest available commercial discounted round-trip air fare, including the cost of transportation to and from the airport. Reimbursable miscellaneous items not covered by the mileage allowance include airplane parking, hangar rental, landing, and tie down fees unless the unit restricts such allowance. If two or more employees are traveling in the same private plane, only one employee may claim air mileage reimbursement.