Trip Cost Calculator

The Trip Cost Calculator below is designed to help agencies and drivers select the most cost effective available option for state employee business transportation as outlined in the State Employee Business Transportation Policy. Drivers input the number of days and miles for upcoming travel. The calculator displays the associated cost and from there you can choose the form of transportation which is most economical.

Note: Effective January 1, 2025 the new reimbursement rate is 70 cents per mile.

 Car Rental

When rental car services are required, and Hertz is not available, you must follow your agency's procurement requirements. In most cases, this will mean contacting three (3) vendors and selecting the most economical service based on prices, mileage included, etc.
Section 3000.300 (a) states that all travel shall be by the most economical mode of transportation available considering travel time, costs and work requirements.

When viewing a rental vendor please consider the following factors:
• Additional cost to travel to and from the vendors location

• Additional employee labor cost for time to travel to and from vendors location

• Additional days the vehicle would be needed due to travel times

Please keep in mind that the following stipulations are still in place when renting a car to be used for official State of Illinois business travel:
• Only compact, economy, intermediate and standard classes of automobiles can be rented without authorization.

• Employees must adhere to the refueling policy of the rental company and cannot utilize a fuel pre-payment option.

• The Collison Damage Waiver or any other type of insurance offered must be declined. 

• When traveling out-of-state or within an area of the state in which there is not a Hertz location within a reasonable distance, three vendors must be called and the lowest price accepted. In the event an employee requires an out-of-state rental or requires an in-state rental from a vendor other than Hertz, the employee is strongly encouraged to obtain the damage and collision insurance, as the State's Auto Plan will not cover property damage to rental vehicles in most instances, resulting in the employee being personally responsible for any damage to the rental vehicle. The purchase of such coverage shall be reimbursable by the state.

• Additional options offered such as GPS, may be accepted for the employee's convenience but will not be reimbursed.

For your convenience, below is a list of the toll-free numbers and internet addresses for the primary car rental companies although any company, with the lowest rate, can be utilized.

COMPANY TOLL FREE NUMBER WEBSITE
Alamo (844) 354-6962 www.alamo.com

Avis (800) 633-3469 www.avis.com

Budget (800) 218-7992 www.budget.com

Enterprise Rent-a-Car (855) 266-9289 www.enterprise.com

Hertz Rent-A-Car (800) 654-3131 www.hertz.com

National Car Rental (844) 382-6785 www.nationalcar.com