Travel Update 04-08

Travel Update #04-06, dated December 17, 2003 announced that the mileage reimbursement rate for the use of personal vehicles while traveling on official government business would increase from 36 cents per mile to 37.5 cents per mile effective July 1, 2004 (copy attached). This Update shall serve as a reminder to state agencies and employees that this increase should be implemented for all travel occurring on or after July 1, 2004.

Also, since the new rate will cause a rounding issue, agencies shall adhere to the policies outlined in Travel Update #01-02 when calculating and entering mileage reimbursement claims on travel vouchers. These policies include:

• The Governor’s Travel Control Board recognizes rounding as an acceptable practice when computing mileage reimbursement when the mileage rate is not stated in whole cents.
• The preferred method to calculate mileage reimbursement is to use three (3) decimal places for computations entered in columns 12 and 17 on the travel voucher. The sub-totals for these columns may then be rounded to two (2) decimal places. If the sub-total entered in box 21 is an odd number, it will not equal the sub-total in box 22 when multiplied by the reimbursement rate. This is an acceptable situation.
• Alternative methods for rounding may be utilized with approval of the agency head.

Again, the State of Illinois mileage reimbursement rate for the use of personal vehicles will increase from 36 cents per mile to 37.5 cents per mile effective July 1, 2004.

As the appointed Travel Coordinator for your agency, it is your responsibility to disseminate this information to all appropriate personnel within your agency. If you have any questions please contact Kelley Shaw, State Travel Coordinator, at (217) 782-4705.

MMR/ks