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Travel Guide

It is the policy of the State to reimburse employees for reasonable authorized expenses incurred by them in the performance of their duties. Reasonable expenses include travel by the most economical mode of transportation. For example, should an employee choose to drive a personal vehicle rather than fly, the employee will be required to provide documentation showing it was more economical to drive than to fly. In addition, the University has defined reasonable expenses to include one day travel prior to an out-of-state conference, meeting or other event whereby University business is conducted. Two days travel is allowed when traveling internationally.

The University is governed by the Higher Education Travel Control Board (HETCB) and ultimately by the Travel Regulations Council. All reimbursements to employees while in travel status are in accordance with Travel Regulation Council rules which can be found on the Illinois General Assembly website.

Travel related questions may be directed to Business Services at 309-298-1811 or via email at Travel-Services@wiu.edu.

Amtrak

Western Illinois University employees are entitled to receive the Government/Illinois State rate ($19 each way) when traveling between Macomb and Chicago on University business.

The Government/Illinois State rate is available for travel Monday through Friday. State employees traveling on Saturday or Sunday will be subject to the available fare at that particular time.

This Government/State rate can be obtained from a travel agent or by contacting Amtrak directly.

To contact Amtrak directly, phone (1-800-USA-RAIL), speak to an agent, and obtain a reservation number. The reservation number along with your WIU ID and payment will need to be provided to the conductor prior to boarding the train. NOTE: Credit cards are accepted by the conductor for amounts of $25 and over. Therefore, if purchasing a one way ticket directly from Amtrak, payment must be made in cash.

Please remember that the Government/Illinois State rate is to be used when traveling on University business only and is not to be used for personal travel.


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 - not to exceed U.S. Department of State Foreign Per Diem Rates.
*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, 2012 - Aug 31, 2012 $155.00
Sept 1, 2012 - Sept 30, 2012 $190.00
Oct 1, 2012 - Nov 30, 2012 $190.00
Dec 1, 2012 - March 31, 2013 $130.00
Apr 1, 2013 - June 30, 2013 $171.00
July 1, 2013 - Aug 31, 2013 $155.00
Sept 1, 2013 - Sept 30, 2013 $190.00
Washington, D.C.
July 1, 2012 - Aug 31, 2012 $169.00
Sept 1, 2012 - Sept 30, 2012 $226.00
Oct 1, 2012 - Oct 31, 2012 $226.00
Nov 1, 2012 - Feb 28, 2013 $183.00
March 1, 2013 - June 30, 2013 $224.00
July 1, 2013 - Aug 31, 2013 $169.00
Sept 1, 2013 - Sept 30, 2013 $226.00

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 all 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. Out of Country per diem is determined by the country that is the travel destination and is the amount allowed by the U.S. Department of State Foreign Per Diem Rates. Quarter days are as follows:

  • 12:00 midnight - 6am
  • 6am to 12:00 noon
  • 12:00 noon to 6pm
  • 6pm to 12:00 midnight

Deductions for Meals Provided

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 Out-of Country
Breakfast $5.50 $6.50 15% of M&IE Rate
Lunch $5.50 $6.50 25% of M&IE Rate
Dinner $17.00 $19.00 40% of M&IE Rate

Foreign Per Diem Breakdown: Meals and Miscellaneous and Incidental Expenses (M&IE)

The U.S. Department of State foreign per diem rates establish separate amounts for lodging and meals plus incidental travel expenses (M&IE). The maximum lodging amount is intended to substantially cover the cost of lodging at adequate, suitable and moderately priced facilities. When the traveler is claiming the U.S. Department of State foreign per diem rates the following incidental expenses are also included in the M&IE per diem rates:

  • Charges for meals
  • Personal use of room and bath during daytime.
  • Fees and tips to waiters, porters, baggage handlers, bellhops, hotel servants, dining room stewards, and similar employees.
  • Telegrams, telephone calls and internet services
  • Laundry, dry cleaning, and pressing of clothing.
  • Fans, air conditioning, heating, radio, or television in rooms.
  • Transportation between place of lodging or business and places off site to obtain meals when they are not obtainable within the immediate vicinity.

See the U.S. Department of State Foreign Per Diem Rates website for more information.

Mileage Reimbursement

Personal automobile: 56.5 cents per mile effective 1/1/13.

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.