15.1.4 Determine Allowability of Travel Expenses

Allowable Miscellaneous Expenses

Examples of allowable miscellaneous expenses include

• Toll, parking, ferry, bridge, road, and tunnel fees
• Baggage transfer and handling
• International business telephone calls
• Laundry and dry cleaning when on domestic travel status for at least seven consecutive days
• Passports and visas for employees only
• Registration fees for conferences, seminars, workshops, and the like
• Fees for the use of business center facilities such as computer use, printing, and photocopying
• Ground transportation such as shuttle service, taxis, rental cars (including gas), or mileage for personal vehicles
• Airplane parking/tie-down, hangar rental, and landing fees
• Collision damage waiver insurance for international motor vehicle rental

Non-Allowable Miscellaneous Expenses

Examples of non-allowable expenses are:

• Alcoholic beverages—except under circumstances outlined in 8.1.1 Business Meals, Refreshments, and Alcohol
• Coat check
• Collision damage waiver insurance for domestic motor vehicle rental
• Commuting expenses between an employee's residence and official headquarters, except for fully remote employees as provided for in 15.1.2 Headquarters and Travel / Commuting to University for Fully Remote Employees.
• Personal entertainment charges such as movies, mini-bar charges, personal phone calls, spa/health clubs, sightseeing, tours, and the like
• Locksmith charges
• Late check-out and room guarantee charges
• Living expenses at official headquarters
• Expenses not related to University of Illinois System business
• Parking tickets or other traffic fines
• Personal automobile accident insurance
• Spouse/family travel expense, unless specific prior approval is provided in a grant, contract, or in extraordinary circumstances where the spouse's presence is required
• Tobacco products
• Towing of a personal automobile that is being used for system business travel
• Travel insurance (exceptions may be requested for foreign travel)

Note: Travel insurance is not generally recommended as most travel insurance policies do not cover trip cancellations due to fear of a pandemic disease. However, for a temporary period of time, unit financial officers may determine if the purchase of travel insurance will be allowed.

Prior to purchasing travel insurance, please perform a cost benefit analysis:

• Compare the cost of refundable airfares vs non-refundable airfares + travel insurance
• If the cost differential is less than $100, consider purchasing refundable airfare due to the changing travel advisories.
• Carefully review all terms and conditions prior to purchase.
• For international travel, review the travel assistance options available to system employees.

Lodging Expenses, Employee Housing as Lodging

The system’s policy regarding use of employee-owned housing as lodging is governed by 80 IL Admin Code 2900.75.

Use of employee-owned or -controlled housing while in travel status is only an available option if it is proven to be the least costly alternative.

Employees on travel status may stay in employee-owned or -controlled (rented, leased, etc.) property, including motor homes, and may be reimbursed, upon request, for the cost of lodging not exceeding any of the following three limitations:

1. Daily Limit

Daily limits shall not to exceed 75% of the applicable per day lodging rate

2. Monthly Limit

A. The sum of all reimbursements for a month shall not exceed the mortgage, installment, or rental payment made by the employee for the same month.

and

B. The sum of all reimbursements for a month shall not exceed:

• $960 in the city of Chicago
• $700 in suburban Cook County or Lake, McHenry, Kane, Will, or DuPage Counties
• $550 in the 96 downstate counties

3. Fiscal Year Limit

The sum of all reimbursements in a fiscal year shall not exceed the mortgage, installment, or rental total incurred by the employee for the fiscal year. Once the sum of reimbursements for the fiscal year is reached, further lodging reimbursement shall not be given for travel to the city or work site containing the employee-owned or -controlled housing for that fiscal year.