Agencies
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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 or hours 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: Cost of Rental Car also includes $.175 cents per mile for fuel.
Note: Effective January 1, 2025 the new reimbursement rate is 70 cents per mile.
Please enter trip duration (days) and miles
Car Rental
When rental car services are required, 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 or mid-size 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.
• 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.
Payment methods include personal debit or credit card. Employees will be charged taxes which are reimbursable.
COMPANY TOLL FREE NUMBER WEBSITE
Alamo (844) 370-8936 www.alamo.com
Avis (800) 352-7900 www.avis.com
Budget (800) 268-8900 www.budget.com
Enterprise Rent-a-Car (833) 511-1751 www.enterprise.com
Hertz Rent-A-Car (800) 654-3131 www.hertz.com
National Car Rental (844) 382-6785 www.nationalcar.com
