Policies & Procedures

15.1.3 Make Travel Arrangements

Policy Statement

Travel must serve the best interest of the University of the Illinois System, have a legitimate business purpose, and be related to the employee's job duties. Unit Travel Card (TCard) holders may make travel arrangements for employees and non-employees traveling on behalf of the system. Employees should not pay out of pocket for other employees’ travel expenses. Travel expenses for other employees paid out-of-pocket will not be reimbursed unless there is an approved exception in place.

Reason for the Policy

University of Illinois System employee business travel arrangements must serve stated purposes and follow proper procedure to be eligible for reimbursement.

Applicability of the Policy

All University of Illinois System business travel.

Procedure

All travel must be by the most direct route, using the most economical mode of transportation available considering travel time, costs, and work requirements. When reserving lodging, employees must request the lowest available rate that does not exceed state lodging maximums.

Travelers who interrupt their business travel or deviate from the direct route for personal convenience or leave are reimbursed only at the rate for uninterrupted travel by the most direct route. The TCard cannot be used for transportation and lodging that includes expenses for personal convenience. Consult 15.1.4 Determine Allowability of Travel Expenses, Restricted TCard Purchases, and Prohibited TCard Purchases for additional information.

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

The unit head or delegate must approve travel and verify the unit has funds available.

Travel Arrangements

To make travel arrangements:

Plan ahead. Some trips, especially group or international travel, can be complex. The most convenient and economical travel may require extra planning time.
Special restrictions may apply to travel for sponsored projects. For additional information, consult the applicable university’s sponsored projects office.
Obtain approval and verification of funding from the appropriate unit head.
Chrome River can be used to obtain pre-trip approval and compare planned expenses to actual trip expenses.
Use the most direct route and most economical transportation, taking into consideration travel time, expense, length of absence from university, and convenience. Consult Reimbursement Rates for Travel Expenses to ensure travel arrangements do not exceed allowable limits.
For employees, obtain separate quotes when booking a travel "package" where one price is charged for airfare, hotel, rental car, and so on. Travel packages cannot be reimbursed unless detailed, itemized receipts are submitted for each portion of the "package." The TCard can be used to purchase a travel package only for guests of the system. An employee’s spouse, children, etc., are generally not considered guests of the system and will not be reimbursed.
The State of Illinois and the University of Illinois System have contracts with several travel service providers. For detailed information about these contracts, consult:

Airfare Purchases with the Travel Card (TCard)

As addressed in the Policy Statement above, units may use a TCard to purchase airfare through the system’s Contracted Travel Agency or through any air travel provider that offers the needed itinerary at the most economical price, including non-contracted travel agencies, online booking tools, or airline direct websites.

Employees with Approved Accommodations

Obtain written authorization from the appropriate university equal employment opportunity (EEO) office, or System Human Resource Services (for system office employees), documenting an approved accommodation prior to purchasing premium transportation, as discussed in this policy.

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) 206-6222

Email: aeo@uis.edu

Access and Equity

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

Domestic Vehicle Rentals

The system has contracts with rental car agencies that include liability insurance and optional collision damage waiver insurance (CDW) at no additional cost. Do not purchase the collision damage waiver insurance as employees will not be reimbursed for it. Consult How Personal Insurance Becomes Involved in a Claim for additional information.

International Vehicle Rentals

If an employee is renting a vehicle while traveling internationally, they should purchase collision damage waiver insurance from the rental car company, which is a reimbursable expense.

Related Policies and Procedures

15.3 Motor Vehicle Accidents

Additional Resources

Chrome River Resource Page

Business Travel

Car Rental

Contracted Travel Agencies

Hotels and Lodging

How Personal Insurance Becomes Involved in a Claim

Making Charter Bus Arrangements

Prohibited TCard Purchases

Reimbursement Rates for Travel Expenses

Restricted TCard Purchases