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Business and Financial Policies and 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. Units may make travel arrangements for non-employees traveling on behalf of the system.

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 Travel Card (T-Card) cannot be used for transportation and lodging that includes expenses for personal convenience. Consult 15.1.4 Determine Allowability of Travel Expenses, 15.2 Travel Card (T-Card) - Restricted T-Card Purchases, and 15.2 Travel Card (T-Card) - Prohibited T-Card Purchases.

Travel using a premium type of transportation may be allowed as part of an approved accommodation. Obtain written authorization from your university equal employment opportunity (EEO) office or System Human Resource Services for system office employees documenting an approved accommodation prior to purchasing premium transportation. 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.

Procedure

To make travel arrangements:

  1. 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 16 Grants and Research Contracts - Sponsored Projects Cost Principles.
  1. Obtain approval and verification of funding from your Unit Head.
TEM (Travel and Expense Management System) can be used to obtain pre-trip approval and compare planned expenses to actual trip expenses. Consult the job aid for Travel Plan for Pre-Trip Approval for step-by-step instructions.
  1. 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 your 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 Travel Card (T-Card) can be used to purchase a travel package only for guests of the system.
  1. The state of Illinois and the system have contracts with several travel service providers. For detailed information about these contracts, consult:

Airfare Purchases with the Travel Card (T-Card)

You may use your T-Card to purchase airfare through one of the Contracted Travel Agencies 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 your university equal employment opportunity (EEO) office or System Human Resource Services for system office employees documenting an approved accommodation prior to purchasing premium transportation.

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) 206-7237
Email: alozz2@uis.edu

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, at no additional cost, liability insurance and optional collision damage waiver (CDW insurance). Do not purchase the collision damage waiver insurance as you will not be reimbursed for it. Consult 15.3 Report an Accident - How Your Personal Insurance Becomes Involved in a Claim for additional information.

International Vehicle Rentals

If you are renting a vehicle while traveling internationally, purchase collision damage waiver insurance from the rental car company, which is a reimbursable expense.

Related Policies and Procedures

15.3.2 Report an Accident Involving a Commercial Rental Vehicle
15.2 Travel Card (T-Card) - Restricted T-Card Purchases
15.2 Travel Card (T-Card) - Prohibited T-Card Purchases
16 Grants and Research Contracts - Sponsored Projects Cost Principles
15.1.4 Determine Allowability of Travel Expenses
15.3 Report an Accident - How Your Personal Insurance Becomes Involved in a Claim

Additional Resources

Business Travel Guide
TEM Resource Page

Business Travel
Job aid for Travel Plan for Pre-Trip Approval
Contracted Travel Agencies
Hotels
Car Rental
Reimbursement Rates for Travel Expenses
Making Charter Bus Arrangements
Clery Act Reporting Requirements
   University of Illinois at Chicago: Clery Compliance
   University of Illinois at Urbana-Champaign: Clery Act (Policy Number : FO-21)
   University of Illinois at Springfield: UIS Police - Jeanne Clery Act

Last Updated: March 2, 2020 | Approved: Senior Associate Vice President for Business and Finance | Effective: September 2012

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