Accounts Payable
Travel Guide
Travel Services is located in SH223. Call 298-1811 with any questions.
- Currency Conversion
- Lodging
- Meals
- Mileage Chart
- Online Travel
- Transportation
- Travel Forms
Lodging Allowance
7/1/03- Present |
Area |
| $60 | Downstate (general) |
| $70 | Downstate (see county list below) |
| $80 | Chicago Metro (DuPage, Kane, Lake McHenry, Will Counties) |
| see below | Chicago (Cook County) |
| $110 | Out-of-state |
| see below | Washington, DC |
| Actual Reasonable Out-of-Country | |
| *also includes the cities of Alexandria, Falls Church and Fairfax, and the counties of Arlington, Loudoun, and Fairfax in Virginia; and the counties of Montgomery and Prince Georges in Maryland. | |
Hotel Lodging Rates - Cook County and Washington, D.C.
The University is required by statute to use the federally established lodging rates for Cook County and Washington, D.C. This rate structure is based on a seasonal approach to lodging costs.
| Cook County | |
| July 1, 2007 - Aug 31, 2007 | $141.00 |
| Sept 1, 2007 - Sept 30, 2007 | $173.00 |
| Oct 1, 2007 - Nov 30, 2007 | $205.00 |
| Dec 1, 2007 - Apr 30, 2008 | $149.00 |
| May 1, 2008 - June 30, 2008 | $188.00 |
| July 1, 2008 - Aug 31, 2008 | $168.00 |
| Sept 1, 2008 - Sept 30, 2008 | $205.00 |
| Washington, D.C. | |
| July 1, 2007 - Aug 31, 2007 | $162.00 |
| Sept 1, 2007 - Sept 30, 2007 | $195.00 |
| Oct 1, 2007 - June 30, 2008 | $201.00 |
| July 1, 2008 - Aug 31, 2008 | $154.00 |
| Sept 1, 2008 - Sept 30, 2008 | $201.00 |
The rates have been updated on the HETCB website.
P-Card
All travel purchased with the P-Card must be noted in the comments section of the Travel Voucher. Original receipts must be attached to the Travel Voucher. A copy of the receipts should be submitted with the P-Card Statement.
Reimbursement
Claims for reimbursement shall be supported by original receipts for railroad, bus, airplane (passenger coupon), lodging and al other items in excess, individually, of $10. Receipts are not required for meals on the per diem or per meal basis.
Employee Owned/Controlled Housing Policy
Higher Education employees in travel status may stay in employee owned/controlled housing and be reimbursed for the cost of lodging not to exceed 75% of the applicable daily lodging rate. It is suggested that prior approval of such an arrangement be made.
Preferred Hotel Listing
Please view the preferred hotel listing.
County List for $70 Lodging Rate
| County | Major Cities |
| Champaign | Champaign, Urbana |
| Kankakee | Bourbonnais, Bradley, Kankakee |
| LaSalle | LaSalle, Peru |
| McLean | Bloomington, Normal |
| Macon | Decatur |
| Madison | Collinsville |
| Peoria | Peoria |
| Rock Island | Moline, East Moline |
| St. Clair | Belleville, Fairview Hts. |
| Sangamon | Springfield |
| Tazewell | East Peoria, Pekin |
| Winnebago | Rockford |
Meal Allowance
Travel of 18 hours or less during the same calendar day or when a night's lodging is not required:
| In-State | Out-of-State | |
| Breakfast - must leave before 6am | $5.50 | $6.50 |
| Lunch | no allowance | no allowance |
| Dinner - must return at or after 7pm | $17.00 | $19.00 |
Per Diem
Travel period must be overnight or in excess of 18 hours to qualify for per diem. 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 - 6am
- 6am to 12:00 noon
- 12:00 noon to 6pm
- 6pm to 12:00 midnight
When the cost of meals for approved conferences is a part of the registration fee, and paid or reimbursed by Western, 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 |
Mileage Reimbursement
Personal automobile: 48.5 cents per mile effective 7/1/07
Beginning 7/1/08, the mileage reimbursement rate will increase to 50.5 cents per mile.
A signed Employee's Certification-Privately-Owned Vehicle form must be on file before reimbursement can be made for personal car. For mileage and driving directions, call Travel Services at 309.298.1811.
Rental Vehicle Information
In some cases business travel may require university employees to rent vehicles while in travel status. The State of Illinois' Self-Insured Motor Vehicle Liability Plan provides coverage to employees of all agencies, universities, boards, and commissions not to exceed $2,000,000 per occurrence for bodily injury liability and property damage liability, while operating a state owned, leased, or controlled motor vehicles in the scope of employment. As a result of this coverage, the Travel Regulations Council has directed agencies not to reimburse travelers for additional insurances offered by rental car companies. Read all rental contracts carefully and do not accept any insurance coverage offered by the company. If insurance is selected, the traveler will be responsible for the cost of the insurance. For more detailed information contact Travel Services at 309.298.1811.
Travel Forms
Most travel forms are in PDF format. You may download free Acrobat Reader here.
- Employee's Certification-Privately-Owned Vehicle (9/1/07-8/31/08)
- Lodging Exception Form
- Request for Travel (does not print in the Business Office)
- Student Certification-Privately-Owned Vehicle
- Travel Advance
- Travel Voucher
- DPA
- Vehicle Requisition (requires ECOM password)
