Allowances

Lodging

It is the responsibility of each employee to request the lowest available lodging rate at the time of making reservations. However, a person who due to a handicap may require special lodging consideration may be reimbursed for the actual cost of the least costly lodging that is substantially accessible.

The lodging allowances specified below are the maximum amounts allowable per area. State of Illinois travel regulations allow for payments in excess of state rates when pre-approved by the agency head and approved by the Travel Control Board.

Conferences/Official Meetings

Advance approval of amounts in excess of the maximum amounts allowable are not required for conferences. To prevent confusion between an official meeting and a conference, a copy of a brochure or registration form which indicates the hotel in which the conference was held should be attached to the Travel Voucher for all conferences regardless of the room rate. If the conference is held somewhere other than the hotel, a list of the recommended hotels must be attached.

Lodging Exception Form

If hotel documentation is not available, a Lodging Exception form must be completed. A report of all lodging exceptions granted by an Institution shall be submitted for approval at the quarterly Higher Education Travel Control Board meeting.

Allowance Maximums

The GSA may modify lodging rates and time periods at intermittent intervals throughout Federal FY12. While the HETCB Webmaster will periodically check the GSA web site and post any rate and date changes, rates listed on this Web site for Cook County and the District of Columbia should be verified at the GSA lodging rate Web site.

Current Lodging Amount Maximums

Specially Discounted FY10 Hotel Rates Negotiated by the Central Management Services

The State has negotiated special rates with certain hotels in Illinois. Employees should review the list of hotels when lodging is required and attempt to obtain the discounted rate before reserving a hotel room at the State's maximum allowed rate. The rates listed do not include applicable taxes. Identification as a State of Illinois employee may be required at check-in. The preferred hotels listing can be found on the CMS website.

Per Diem Allowances

A travel period is defined as overnight or in excess of 18 hours. The in-state rate is $7.00 per quarter day and out-of-state rate is $8.00 per quarter day. Quarter days are as follows:

12:00 midnight to 5:59 a.m.
6:00 a.m. to 11.59 a.m.
12:00 noon to 5:59 p.m.
6:00 p.m. to 11:59 p.m.

The total per diem rate is $28 per day for in-state travel and $32 per day for out-of-state travel.

When the cost of meals for approved conferences is a part of the registration fee, and paid or reimbursed by the HETCB member institution, the traveler shall deduct the following amounts from the per diem or per meal allowance: