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Travel Update 07-03

Governor's Travel Control Board Travel Update

Agency Travel Coordinators
Paul Campbell, Chairman
August 30, 2006
Lodging Reimbursement

As provided in the travel rules, employees may claim reimbursement for incurred lodging expenses while traveling on official state business.  The purpose of this Update is to provide agencies and employees with the most current reimbursement schedule, to explain the federal rate structure, and to remind employees of the required procedures when an acceptable rate cannot be obtained.

Reimbursement Schedule

The maximum amount that may be claimed for lodging expenses is as follows:

In State


Cook County

Federal rate*

Counties of DuPage, Kane, Lake, McHenry and Will


Counties of Champaign, Kankakee, LaSalle, McLean, Macon, Madison, Peoria, Rock Island, St. Clair, Sangamon, and Winnebago   


All other Illinois counties




Out of State


District of Columbia (includes the cities of Alexandria, Falls Church and Fairfax, the Counties of Arlington, Loudon, and Fairfax in Virginia; and the counties of Montgomery and Prince Georges in Maryland

Federal rate*

New York City (includes the boroughs of

the Bronx, Brooklyn, Manhattan, Queens, and Staten Island; Nassau and Suffolk counties


All other out of state locations




Out of Country

Actual reasonable

* See explanation on following page.

Allowable rates are exclusive of applicable tax.

The Governor’s Travel Control Board (GTCB) has negotiated discounted rates with over 300 hotels in Illinois.  The FY07 Preferred Hotel Listing including these rates can be found in the Travel Guide for State Employees at the following site:

Federal Rate Structure

To account for seasonal lodging demand, the federal government has established a tiered rate structure for a number of metropolitan areas around the country – including Cook County, Illinois and Washington D.C. area.

For the remainder of FY07, the federal rate in Cook County will range from $138.00 to $173.00. The GTCB has negotiated discounted rates with numerous hotels in the Cook County area, including a rate of $135.00 or less with many hotels in the City of Chicago.  Even though the rule allows for reimbursement up to the federal rate, employees are to utilize the Preferred Hotel Listing to make a diligent effort to obtain a room in Chicago at or below the $135.00 negotiated rate.  If this effort (i.e., contacting at least 5 hotels) fails to locate a room at $135.00 or less, the employee may accept the lowest available rate (see Exception Process).  For informational purposes, the following represents the federal rate structure for the remainder of FY07.

Cook County, IL – Federal Lodging Rate


Date Range


thru August 31, 2006


September 1 – September 30, 2006


October 1 – November 30, 2006


December 1, 2006 – April 30, 2007


May 1 – June 30, 2007


The following table represents the federal rate structure for the Washington D.C. area and thus the maximum allowable reimbursement rate for travel to that area.  The State has no special negotiated rates with Washington D.C. area hotels.

Washington D.C. Area -- Federal Lodging Rate


Date Range


thru August 31, 2006


September 1 – September 30, 2006


October 1 – November 30, 2006


December 1, 2006 – May 31, 2007


June 1 – June 30, 2007


Exception Process

Policies regarding lodging exceptions can be found in the Travel Guide for State Employees at the website noted above.  It is the responsibility of the employee to ensure an effort is made to obtain lodging within the allowable rate.  Exceptions may be made as summarized in the policy.

Thank you for your cooperation.  If you have any questions, please contact Kelley Shaw, State Travel Coordinator, at (217) 782-4705.

cc:   Joe Cini, Member

       John Filan, Member

       Agency Heads

       Agency Fiscal Officers