IHETCB regulations limits reimbursement of mileage to the most direct route. If mileage varies from MapQuest or RandMcNally by more than a few miles, or if there were business related deviations, please explain the difference on the travel voucher. Mileage is not reimbursed from commuting expenses, for the purpose of obtaining meals, or for deviations to the route for personal reasons. If there is not a business related explanations, mileage will be reduced to the direct route estimate.
Reimbursement is made for the most economical method of transportation If the traveler drove, but airfare was less, we need a business related reason for driving. That doesn't mean the traveler can't drive, it just means that we can only reimburse airfare (we look at Travelocity, Expedia and Suzi Davis for economical rates), plus estimated cab or shuttle fares.
The State has set a maximum for Amtrak fares, and we are limited to reimbursing that rate, even if a higher rate was paid. It is currently $11 each way between Normal and Chicago. This rate must be reserved in person, or by calling (800) USA-Rail. Request the government business rate.
The only reimbursable tips are reasonable ones for taxis and storage and handling of baggage.
If the lodging rate paid is over the State approved rate, (or government for foreign travel), an explanation for the higher rate needs to be stated. Conference rates are acceptable and need to be noted as such on the voucher (i.e., "lodging is at a conference rate"). A copy of a brochure or registration form which indicates the hotel in which the conference was held should be attached to the travel voucher for all conferences regardless of the room rate. Be sure to ask for the governmental rate, because sometimes that rate is lower than the conference rate.
If lodging is at a required location or difference places have been checked and this rate is the least costly available, an Exception letter needs to be completed and sent to the Comptroller's Office.
Rental Cars are reimbursed when the need is justified. We reimburse for the intermediate size or below. If a larger size is required, please include an explanation with the voucher.
Fuel Service Options (when the rental car company fills the tank) should not be selected, as this charge is for a full tank regardless of the amount used.
Liability (LDW), Collision (CDW) and other insurance cannot be reimbursed, so don't accept those options. If the traveler books through National Rental Car (see Travel Services Website) and uses ISU's contract rate, LDW and CDW will be included at no cost
Additional drivers, GPS systems, car seats, etc. cannot be reimbursed.
Airfare can only be reimbursed for Coach fares.
If using federal funds for airfare, the Fly America Act applies, meaning, the traveler must fly on an American-owned airline, or one with a code share agreement.
Allowable Per Diem is based on departure and arrival times, so times must be listed on the voucher. See the Reimbursement Schedule and the Overnight Travel Schedule.
Meal included in registrations or provided by others should be excluded from per diem.
See Completing a travel voucher for more restrictions.
IRS regulations require us to report as taxable income, reimbursements for travel if the travel was completed more than 60 days prior ro our receipt of the reimbursement request.
Valid exceptions include situations of unforseen circumstances prohibiting the submission within 60 days, such as illness, acts of nature, etc. Loss of receipts, inadequate staffing, or workload are not permitted exceptions.
© 2007 Illinois State University • An equal opportunity/affirmative action university encouraging diversity • Privacy Statement • Mail comments to:
