Allowances
Lodging
It is the responsibility of each employee to request the lowest available lodging rate at the time of making reservations. However, a person who may require special lodging consideration, due to a handicap, may be reimbursed for the actual cost of the least costly lodging that is substantially accessible.
The lodging allowances listed at GSA Per Diem Rates are the maximum amounts allowable per area. State of Illinois travel regulations allow for payments in excess of GSA rates when pre-approved by the agency head and approved by the Travel Control Board.
Conferences/Official Meetings
Advance approval of amounts in excess of the maximum amounts allowable are not required for conferences. To prevent confusion between an official meeting and a conference, 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. If the conference is held somewhere other than the hotel, a list of the recommended hotels must be attached.
Lodging Exceptions
If hotel documentation is not available, a Lodging Exception must be completed. A report of all lodging exceptions granted by an Institution shall be submitted for approval at the quarterly Higher Education Travel Control Board meeting.
Allowance Maximums
Effective January 1, 2024, allowance maximums should be verified through the GSA Per Diem Rates.
The GSA may modify lodging rates and time periods at intermittent intervals throughout Federal FY25.
Specially Discounted FY25 Hotel Rates Negotiated by the Central Management Services
The State has negotiated special rates with certain hotels in Illinois. Employees should review the list of hotels when lodging is required and attempt to obtain the discounted rate before reserving a hotel room at the maximum allowed rate. The rates listed do not include applicable taxes. Identification as a State of Illinois employee may be required at check-in. The preferred hotels listing can be found on the CMS website.
Per Diem Allowances
A daily allowance for meal expenses that includes an overnight stay.
Effective January 1, 2024, per diam allowances should be verified through the GSA Per Diem Rates
Quarter days are as follows:
12:00 a.m. to 5:59 a.m.
6:00 a.m. to 11.59 a.m.
12:00 p.m. to 5:59 p.m.
6:00 p.m. to 11:59 p.m.
When the cost of meals for approved conferences is a part of the registration fee, and paid or reimbursed by the HETCB member institution, the traveler shall deduct the meals from the per diem allowance.