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 FY14. 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

IN-STATE

Chicago Metropolitan Area 

County of Cook

Federal FY14 – Seasonally Adjusted Rates Effective October 1, 2013

 
October 1, 2013 through November 30, 2013
$209.00
 
December 1, 2013 through February 28, 2014
$128.00
 
March 1, 2014 through June 30, 2014
$186.00
 
July 1, 2014 through August 31, 2014
$166.00
 
September 1, 2014 through September 30, 2014
$209.00

Federal FY13 – Seasonally Adjusted Rates Effective October 1, 2012

 
October 1, 2012 through November 30, 2012
$190.00
 
December 1, 2012 through March 31, 2013
$130.00
 
April 1, 2013 through June 30, 2013
$171.00
 
July 1, 2013 through August 31, 2013
$155.00
 
September 1, 2013 through September 30, 2013
$190.00

Federal FY13 – Seasonally Adjusted Rates Effective October 1, 2012

 
October 1, 2012 through November 30, 2012
$190.00
 
December 1, 2012 through March 31, 2013
$130.00
 
April 1, 2013 through June 30, 2013
$171.00
 
July 1, 2013 through August 31, 2013
$155.00
 
September 1, 2013 through September 30, 2013
$190.00

Federal FY12 – Seasonally Adjusted Rates Effective October 1, 2011

 
October 1, 2011 through November 30, 2011
$190.00
 
December 1, 2011 through March 31, 2012
$130.00
 
April 1, 2012 through June 30, 2012
$171.00
 
July 1, 2012 through August 31, 2012
$155.00
 
September 1, 2012 through September 30, 2012
$190.00

Federal FY11 – Seasonally Adjusted Rates Effective October 1, 2010

 
October 1, 2010 through November 30, 2010
$173.00
 
December 1, 2010 through March 31, 2011
$128.00
 
April 1, 2011 through June 30, 2011
$166.00
 
July 1, 2011 through August 31, 2011
$146.00
 
September 1, 2011 through September 30, 2011
$173.00

Federal FY10 – Seasonally Adjusted Rates Effective October 1, 2009

  October 1, 2009 through November 30, 2009 $205.00
  December 1, 2009 through April 30, 2010 $158.00
  May 1, 2010 through June 30, 2010 $211.00
  July 1, 2010 through August 31, 2010 $176.00
  September 1, 2010 through September 30, 2010 $205.00

Federal FY09 – Seasonally Adjusted Rates Effective October 1, 2008

 
October 1, 2008 through November 30, 2008
$218.00
 
December 1, 2008 through April 30, 2009
$157.00
 
May 1, 2009 through June 30, 2009
$209.00
 
July 1, 2009 through August 31, 2009
$177.00
 
September 1, 2009 through September 30, 2009
$218.00

Federal FY08 – Seasonally Adjusted Rates Effective October 1, 2007

 
October 1, 2007 through November 30, 2007
$205.00
 
December 1, 2007 through April 30, 2008
$149.00
 
May 1, 2008 through June 30, 2008
$188.00
 
July 1, 2008 through August 31, 2008
$168.00
 
September 1, 2008 through September 30, 2008
$205.00

Federal FY07 – Seasonally Adjusted Rates Effective October 1, 2006

 
October 1, 2006 through November 30, 2006
$173.00
 
December 1, 2006 through April 30, 2007
$138.00
 
May 1, 2007 through June 30, 2007
$169.00
 
July 1, 2007 through August 31, 2007
$141.00
 
September 1, 2007 through September 30, 2007
$173.00

Federal FY06 – Seasonally Adjusted Rates Effective October 1, 2005

 
October 1, 2005 through March 31, 2006
$136.00
 
April 1, 2006 through June 30, 2006
$152.00
 
July 1, 2006 through August 31, 2006
$127.00
 
September 1, 2006 through September 30, 2006
$136.00
 
(Revised 5/1/06)September 1, 2006 through September 30, 2006
$169.00
     
 
(FY05 Rates) October 1, 2004 through September 30, 2005
$149.00
 
(FY04 Rates) October 1, 2003 through September 30, 2004
$155.00

Counties of DuPage, Kane, Lake, McHenry and Will
$80.00
Major Downstate Areas 
(Counties of Champaign, Kankakee, LaSalle, McLean, Macon, Madison, Peoria, Rock Island, St. Clair, Sangamon, Tazewell, and Winnebago) 

Major Cities include: Belleville, Bloomington, Bourbonnais, Bradley, Champaign, Collinsville, Decatur, East Peoria, Fairview Heights, Kankakee, LaSalle, Normal, Pekin, Peoria, Peru, Rockford, Springfield, Urbana.
$70.00 
Other Downstate Areas 
$60.00 
OUT-OF-STATE
Areas except for District of Columbia 
$110.00

District of Columbia
Washington DC (also the cities of Alexandria, Falls Church, and Fairfax, and the counties of Arlington, and Fairfax, in Virginia; and the counties of Montgomery and Prince George's in Maryland)

Federal FY14 Seasonally Adjusted Rates effective October 1, 2013

 
October 1, 2013 through October 31, 2013
$219.00
 
November 1, 2013 through February 28, 2014
$184.00
  March 1, 2014 through June 30, 2014 $224.00
 
July 1, 2014 through August 31, 2014
$167.00
  September 1, 2014 through September 30, 2014 $219.00

Federal FY13 Seasonally Adjusted Rates effective October 1, 2012

 
October 1, 2012 through October 31, 2012
$226.00
 
November 1, 2012 through February 29, 2013
$183.00
  March 1, 2013 through June 30, 2013 $224.00
 
July 1, 2013 through August 31, 2013
$169.00
  September 1, 2013 through September 30, 2013 $226.00

Federal FY12 Seasonally Adjusted Rates effective October 1, 2011

 
October 1, 2011 through October 31, 2011
$226.00
 
November 1, 2011 through February 29, 2012
$183.00
  March 1, 2012 through June 30, 2012 $224.00
 
July 1, 2012 through August 31, 2012
$169.00
  September 1, 2012 through September 30, 2012 $226.00

Federal FY11 Seasonally Adjusted Rates effective October 1, 2010

 
October 1, 2010 through October 31, 2010
$211.00
 
November 1, 2010 through February 28, 2011
$181.00
  March 1, 2011 through June 30, 2011 $211.00
 
July 1, 2011 through August 31, 2011
$157.00
  September 1, 2011 through September 30, 2011 $211.00

Federal FY10 Seasonally Adjusted Rates effective October 1, 2009

 
October 1, 2009 through October 31, 2009
$229.00
 
November 1, 2009 through February 28, 2010
$207.00
  March 1, 2010 through June 30, 2010 $226.00
 
July 1, 2010 through August 31, 2010
$170.00
  September 1, 2010 through September 30, 2010 $229.00

Federal FY09 Seasonally Adjusted Rates effective October 1, 2008

 
October 1, 2008 through October 31, 2008
$233.00
 
November 1, 2008 through June 30, 2009
$209.00
  July 1, 2009 through August 31, 2009 $165.00
 
September 1, 2009 through September 30, 2009
$233.00

Federal FY08 Seasonally Adjusted Rates effective October 1, 2007

 
October 1, 2007 through June 30, 2008
$201.00
 
July 1, 2008 through August 31, 2008
$154.00
 
September 1, 2008 through September 30, 2008
$201.00

Federal FY07 Seasonally Adjusted Rates effective October 1, 2006

 
October 1, 2006 through November 30, 2006
$195.00
 
December 1, 2006 through May 31, 2007
$188.00
 
June 1, 2007 through August 31, 2007
$162.00
 
September 1, 2007 through September 30, 2007
$195.00

Federal FY06 Seasonally Adjusted Rates effective October 1, 2005

(See note at top of table regarding rate and time period fluctuation throughout the year)

 
October 1, 2005 through December 31, 2005
$166.00
 
January 1, 2006 through May 31, 2006
$187.00
 
June 1, 2006 through August 31, 2006
$145.00
 
September 1, 2006 through September 30, 2006
$166.00
 
(Revised rate effective 5/1/06) September 1, 2006 through September 30, 2006
$192.00
     
 
(FY05 Rates) October 1, 2004 through September 30, 2005
$153.00
 
(FY04 Rates) October 1, 2003 through September 30, 2004
$150.00
FOREIGN TRAVEL
 
With Receipts
Actual, reasonable cost
Without Receipts
State Department Foreign Per Diem Rates

 

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:

 

In-State

Out-of-State

Breakfast

$5.50

$6.50

Lunch

$5.50

$6.50

Dinner

$17.00

$19.00